Digital vs. Hardcopy Records Management and Storage

There are two ways of keeping your archival business records. You can choose to either store the hard copy original records in paper format, or scan them to digital images. There are benefits to both methods and the decision is based on your specific business requirements.

Storing records in original paper format, however, can take up a lot of space and is best done in a storage facility like Jayhawk File Express. Placing older documents in storage boxes allows you to send your records to us, where they'll be safer and more secure. Our off-site storage facility is often the best option for maintaining your documents long-term.

If you feel that keeping hard-copy, paper records is not in your best interest, then scanning documents and storing them in digital format might make more sense.

Scanning records for storage can reduce the amount of space required and can also provide instantaneous search and retrieval capabilities.

Scanning is typically best when you have files that are very similar to each other and the information can be easily indexed. This is important to note, as each and every document will need to be "tagged" or "indexed" with metadata, or keywords, that will allow for easy digital search and retrieval later on.

Having files in an electronic format can help when you need to send or share information. Scanned files can be retrieved easily when needed. It can also help to enable access to the same files from multiple locations at the same time, meaning that whether you are at home, in the office, or travelling abroad, you can still have access to the same information from your files.

Alternately, with Jayhawk File Express, it doesn't need to be one way or the other. It can be both.

You can scan a group of documents. You can store the remainder. Costs, frequency of accessibility and other factors can be the deciding factor on how you strategize about the scan or store process.

Call us today, we can help you decide. We'll explore with you the costs and benefits of whatever direction you choose to go.