If your business or organization is like most, you have a collection of archival paper documents. How many you have is another matter entirely however, and requires more careful consideration.
For some organizations, in-house digitization efforts with a great printer—even a compact, affordable one like the Xerox C325—will be well worth the effort. Modern Xerox MFPs can scan documents quickly, even double-sided ones in most cases, and there are advanced document management systems to speed up (or outright automate) digital organization.
But what if you have a lot of historical hard copy? So much that it would undoubtedly be detrimental to your productivity at work if you tried to take on the responsibility of digitizing them by yourself, or even with the help of your staff?
That’s where the Xerox Capture and Content Backfile Scanning service can really become a lifesaver (or at least a document-saver).
Let’s take a few moments and see how it works:
Capture and Content Backfile Scanning: A Comprehensive Yet Straightforward Solution for Digitizing Historical Documents
Having a large number of paper documents digitized through a second party like Xerox may seem like an intimidating endeavor, but in reality, it’s actually quite straightforward. However, since Xerox likes to get things right, it is comprehensive.
Here’s how it works: when you decide to use the Capture and Content Backfile Scanning service, you’ll start by having a meeting with a Xerox representative (and not just any representative—you’ll be working with an imaging expert, which means they’re pros at digitization). This is a brief but productive conversation intended to find out your requirements and goals. Questions you’ll be asked involve the quantity of documents, what condition they’re in, and so on.
After getting these things sorted out, Xerox sends out a budgetary proposal, which is essentially the document that lets you know how much the process will cost. Monthly or one-time options are available. At this time, you’ll also be provided with quality samples, so you can get an idea of how our documents will look when digitized—in other words, you’ll know exactly what you’re getting with your own documents before making any payments.
After you sign off, all that’s left to do is to provide your documents to Xerox and have them digitized!
Final Steps Explained: Your Documents Have Been Digitized, Now What?
After Xerox takes physical possession of your documents—which is a secure process involving audit trails, on-premise surveillance, and even background-checked production employees—you’re in the “production” phase. Depending on how you decided to set things up, you can choose to have documents made available to you immediately as they’re digitized on your preferred cloud provider of choice.
If preference or regulatory compliance requires you to not use internet-based services to receive the digitized documents, Xerox can even have the digital files provided to you via encrypted external hard drives.
Once the procedure is complete and all of your documents have been digitized, you can choose to have them returned to you, or securely destroyed (affidavit of destruction included).
Xerox: Making the Digital Age More Than Just a Little Bit Easier
If digitizing your archival paper documents seems like a Herculean task, don’t worry—whether you choose to digitize them yourself in-house with a modern Xerox MFP or you outsource the job to the Capture and Content Backfile Scanning service at Xerox, you’re making the right decision to protect and preserve your historical data.
If you’d like to learn more about how Xerox products and technology can help modernize your workplace, our team of polite professionals are standing by to help you through every step of your upgrade. Please contact us or request a free online quote today.
