You already know that Xerox technology makes digitizing your hard copy documents easy. We’ve discussed how this is possible for small (and large) businesses with high capacity scanning offered by modern Xerox MFPs, solutions like intelligent data processing, and the delightfully futuristic-feeling ways you can leverage artificial intelligence to automatically organize your scanned documents.
These solutions are great for in-house digitization projects, where you and your team dedicate a bit of “catch up” time to digitize your already existing paperwork, and then continue to use the system to process all the new, incoming hard copy your organization generates.
But what should you do if that “catch up” project is just too daunting—what’s your best course of action if you have a really, really big paper document archive?q
The Xerox Capture and Content Backfile Scanning Service just might be the answer for you. Let’s find out more:
How Xerox’s Backfile Scanning Service Helps Organizations Process Large Paper Document Archives
A third-party backfile scanning service like the one offered through Xerox’s Capture and Content solutions is a relatively simple process. In a nutshell, you provide your hard copy documents to the provider—Xerox, in this case—who then digitizes your document archive on your behalf. When it’s done, you can choose to either have your documents returned to you or have them securely destroyed.
The process begins with a consultation and scoping phase. This means that you’ll sit down with a representative and hash out all the details of your project, including budget, timelines, and any special considerations. You’ll be able to see a sample of your digitized documents before committing.
When everything looks good, you provide your documents to Xerox, who then digitizes them for you. It’s that easy!
But What About Security? Xerox’s Backfile Scanning Offers Some of the Tightest Document Security in the Business – Here’s How It Works
Obviously, giving your private business documents to a third party for scanning must be a secure process. Xerox is known for their industry-leading security endeavors for their hardware and software, and their backfile scanning security lives up to those same standards.
When your archive is acquired by Xerox for digitization, a chain of custody is established and recorded for the entire duration of the project. This gives you a rock-solid audit trail. Furthermore, transportation vehicles and the personnel operating them are insured to protect against theft or damage of your documents. Finally, the production floor—the area where your documents are scanned—is surveilled 24/7 and is only staffed by employees who have passed strict background checks.
Have Questions About Document Imaging, What Office Equipment Is Best for You, or Anything Else? We’re Here To Help.
Document imaging, or the process of getting your hard copy paperwork digitized, doesn’t need to be complicated. What is complicated is all the expense and inconvenience of storing your paper documents—not only are they taking up valuable room, they’re harder to access, difficult for your team to collaborate on, and at risk of damage or theft. After getting over the hump of the initial digitization process, your organization will operate much more smoothly—isn’t it time?
If you have any questions or need help upgrading your office with modern Xerox technology, please feel free to contact us. Our polite and knowledgeable team is standing by to help! You may also request a free online quote.
