Do you have a large archive of physical documents that need to be digitized?
Setting out alone to digitize really big collections like this can be intimidating—so it’s good news to know that you don’t have to thanks to Xerox’s Capture and Content backfile scanning service.
Backfile scanning is a process wherein large amounts of documents are given to the service provider, who then digitizes them on your behalf. This is often more cost-effective (and certainly more convenient!) than trying to digitize an archive in-house.
Let’s find out more about how the service from Xerox works:
Large Hard-Copy Document Collection? Xerox Scanning Services Can Help You Digitize It. Here’s How It Works
Xerox’s backfile scanning service involves a simple 8-step process, which you can learn more about in detail in our Xerox Capture and Content backfile scanning brochure.
However, to summarize things briefly, the process begins with a consultation and scoping phase, where project expectations and goals are gathered, followed by a budgetary proposal and creation of project samples for approval—meaning that you get to see digitized versions of a sampling of your documents before proceeding, including metadata and any other special requirements you had.
After you approve the samples, the archive is provided to Xerox, digitized, and then provided to you. Backfilling from Xerox is a secure process with an audit trail, as we’ll discuss next:
Your Data Is Safe: Xerox Scanning Services Offers Secure Digital Storage and Audit Trails
Handing over a large collection of documents to a third party should be a very secure process. With Xerox, it is. The protection of your documents, both in physical and digital form, is a top priority.
From the moment your archive is picked up, a strict chain of custody is maintained, with all transportation conducted by insured vehicles and personnel to prevent any unauthorized access or loss. Upon arrival at the imaging center where digitization takes place, extensive background checks are performed on all production employees, and the production floor is monitored at all times through security surveillance.
Once your project is complete, the original hard copy documents will be returned to you following the same strict chain of custody requirements, or they can be securely destroyed if you wish (and you will receive an affidavit of destruction to confirm this has been done properly).
Needless to say, your data is in good hands with Xerox.
Learn More About Backfile Scanning Solutions or How To Do-It-Yourself for Smaller Document Archives
While backfile scanning solutions like Xerox Scanning Services are primarily intended for large document collections, they are an excellent, secure way to digitize your hard copy. If you have a smaller archive of documents or would simply prefer to undertake the digitization process yourself, Xerox has many solutions available for those scenarios too, such as intelligent data processing and/or a powerful content management platform.
If you already own a Xerox MFP, it very well may be more than enough to handle your scanning project. Alternatively, our recently-published post Choosing the Right Xerox Scanner for Your Organization’s Needs is a good starting place to learn about dedicated scanners.
Either way, for more help and guidance, we invite you to contact us or request a free quote!
