From Paper to Digital: How the Document Scanning Process Works

Posted by MESHDS on Oct 7, 2020 8:18:00 AM

Do you have large backlogs of paper documents that need conversion to a digital format? 

The COVID-19 pandemic forced employees to work remotely. Teams need remote access to business documents. They have to work collaboratively on documents and share them with external stakeholders. Physically transporting documents in this situation is a logistical nightmare and is also time-consuming. A central repository of digitized documents has become a necessity.


Are you prepared to move from paper to digital?

The pandemic brought many changes to the way teams work. Businesses must also adapt their systems and work processes to reflect the new normal.

Digitizing business documents is no longer optional. 

If you have not digitized your business data and workflows already, this is the time to do so. You may initially feel overwhelmed by the prospect of converting large volumes of business records into a digital format. But there’s help at hand.

We know scanning converts paper to a digital image; we’ve all used our camera phones to click a picture of a document and shared it via email or messaging apps. Most offices and homes have a multifunctional printer/copier that can scan documents. But these devices aren’t up to the task of scanning large volumes of business documents.  

A typical organization generates hundreds of physical records like sales orders, invoices, receipts, mail communications, and customer service records daily. Converting paper documents to digital format as they come in is referred to as day-forward scanning. DIY scanning, i.e., your employees handle the scanning process with desktop scanners, is often sufficient for this. But organizations with backlogs of documents for conversion require high-volume scanning, also referred to as backfile conversion. This is not a simple task. It requires specialized equipment as well as professionally managed services. 

Outsource your bulk document conversion to MES. MES provides a comprehensive range of services that make document scanning hassle-free for the organization. These include:


  • Project planning 
  • Secure transportation
  • Document preparation
  • High-quality scanning equipment
  • Image quality control
  • Overall project management


If you want to go a step forward, we also provide document management software and services including OCR, file categorization, indexing, integration with other backend systems, etc.

How much will it cost to scan our documents ourselves?

Safe, secure & professional document scanning

Since 1971, MES has converted over a billion documents! 

Our experienced staff meticulously manages every aspect of the project to make the process hassle-free for you. We employ a strict chain of custody process which ensures that document collection techniques, records preservation, document packaging, transportation, conversion, and storage are strictly controlled.

Let’s look at the process we follow during a typical document scanning project:  

Step 1: Understand your goals 

Our account managers spend the time to learn about your business goals and your documents. They work with you to develop a service model that maps your needs, creating a detailed plan.

Step 2: Transportation

When you opt for our scanning services, we also arrange for secure transportation of your documents to our scanning facility. Our experienced staff members take care of direct (point-to-point) deliveries to ensure the safety and security of your documents. This involves creating an inventory of documents handed over to us and codes to track these documents in future.


Step 3: Secure facility  

Once the documents reach our secure, Controlled Goods Certified facility, the process of preparing the documents for conversion starts. Our facility is custom-built and wholly owned by us. This ensures the security of your data and enhances the efficiency of our processes as we have complete control.


Step 4: Document Scanning

We use the latest scanning hardware. For high-volume projects, we use production scanners that handle about 120 pages per minute. This allows us to complete projects rapidly without affecting your operations. We also use advanced image clean-up software to ensure you get the best possible quality from your original documents.


Step 5:  Image output

Once scanning is complete, we export the images in virtually any format you require for integration into your existing business systems: PDF, TIFF, etc. This gives your staff instant access to data from the scanned documents. Speed is of the essence!


Step 6: What you get in the end

Moving from paper to digital gives you a highly-productive, environmentally friendly and efficient workplace, designed to save you money and mitigate risk at an affordable price!

New Checklist: Is Document Imaging Right For You?

What you need is peace of mind, not pieces of paper!

With your paper documents now in compact, searchable, digital formats, you’re well on your way to a paperless office! Use our document management software, and you’ll save more time and money using, updating, storing, and retrieving physical documents.

Want to transform your paper documents into a digital repository and archiving system? Use our instant document scanning Price Estimator tool to get a custom quote.

You May Also Enjoy Reading:

Posts by Topic

see all

Follow Me