Does It Make Sense?

When Does Scanning Old Files Make Sense?

Does Scanning Make Sense?When you store as many archived boxes as Corodata does, we are asked this all the time, and we are happy to answer here and of course, in person at your convenience.

The answer:

When one or more of the following conditions apply:

  • When individuals from various offices around the world need equal access to local information. This is the number one justification given to scan old files.
  • When an organization is automating its workflow and access to past documents is critical to its implementation success. This is a rare expense to add onto an already costly venture for most firms, but it does occur.
  • The documents are of such an important nature, like patents, clinical trials, key testimony, etc… that the cost of digital redundancy is less than the cost to reproduce ( if possible) or the loss of the value if you are unable to retrieve.
  • The applicable retention schedule renders physical storage more costly than digital. This is extraordinarily rare in reality, especially when the resulting images are eVaulted, as this costs is in excess of physical costs over time, and far less green to boot.

The business at hand is either relocating or drastically reducing its footprint, AND has the resources to invest in scanning. If you no longer have room or are shrinking your office, plus some other justification from the list above exists (and the money), then scanning may make sense. Without another driving force, simply putting these records into traditional records storage makes much more sense.

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