Digitizing paper records: A guide for businesses and individuals

Person choosing document in folder

In today’s digital world, there are many benefits to digitizing paper records. Digital records are easier to store, organize, and access. They are also more secure and less likely to be lost or damaged.

If you are considering digitizing your paper records, here are a few tips to get you started:

1. Choose the right scanning method. There are a few different ways to scan paper records, including:

  • Flatbed scanners: Flatbed scanners are the most common type of scanner. They are relatively inexpensive and easy to use.
  • Sheetfed scanners: Sheetfed scanners are faster than flatbed scanners, but they are also more expensive. They are a good option if you have a large volume of records to scan.
  • Mobile scanners: Mobile scanners are portable and easy to use. They are a good option if you need to scan records on the go.

2. Prepare your documents. Before you start scanning, it is important to prepare your documents. This includes removing staples, paper clips, and other bindings. It is also important to make sure that the documents are flat and free of wrinkles.

3. Scan your documents. Once your documents are prepared, you can begin scanning them. Be sure to scan your documents in a high-resolution format, such as PDF or TIFF. This will ensure that the scanned images are clear and easy to read.

4. Save your scanned documents. Once you have scanned your documents, you need to save them in a safe and organized location. You can save your scanned documents on your computer, external hard drive, or cloud storage service.

5. Shred your paper documents. Once you have scanned your documents, you should shred the paper copies. This will help to protect your privacy and prevent identity theft.

Benefits of digitizing paper records

There are many benefits to digitizing paper records, including:

  • Reduced storage space: Digital records take up much less space than paper records. This can free up valuable storage space in your office or home.
  • Improved organization: Digital records are easier to organize than paper records. You can easily create folders and subfolders to store your digital records. You can also use keywords to tag your records, making them even easier to find.
  • Increased accessibility: Digital records are more accessible than paper records. You can access your digital records from anywhere in the world with an internet connection.
  • Improved security: Digital records can be more secure than paper records. You can back up your digital records to multiple locations and encrypt them to protect them from unauthorized access.
  • Reduced environmental impact: Digitizing paper records can help to reduce your environmental impact. When you digitize your records, you are reducing the need for paper, toner, and other office supplies.


Digitizing paper records is a great way to improve efficiency, organization, and security. If you are considering digitizing your paper records, be sure to follow the tips above to get started.