If you want the best way to digitize 20 years of paper files (and actually be able to find things later), use a simple, repeatable process: decide what to keep, scan in consistent settings to searchable PDF/A, apply a standard naming + indexing system, quality-check, and store it securely with backups.
The biggest mistake companies make is jumping straight to scanning. The “best way” is the method that prevents you from creating a giant, unsearchable pile of digital clutter.
The best way to digitize 20 years of paper files is to (1) sort by retention and priority, (2) batch scan at 300 dpi duplex to searchable PDF/A with OCR, (3) apply consistent file naming and metadata, (4) run quality control, and (5) store in a secure, backed-up system with permission controls.
Before you scan anything, decide what you’re allowed (and required) to keep. Many organizations are surprised how much can be legally shredded instead of digitized.
Practical approach:
Result: fewer pages to scan, less cost, and cleaner search later.
Digitizing can mean “we scanned PDFs,” or it can mean “we can retrieve any record in 30 seconds.” These are not the same project.
Decide now:
If you skip this step, you’ll scan everything twice—once now, and again later when the system doesn’t work.
You don’t need a perfect estimate. You need a directional number.
Two common methods:
Then decide your timeline (two weeks, two months, ongoing), because speed affects equipment and labor choices.
There are three reliable ways to do this. The best one depends on volume, sensitivity, and internal bandwidth.
Option A: DIY scanning (internal team)
Best if:
Watch-outs:
Option B: Hybrid (in-house scanning + outside support where it matters)
Best if:
Option C: Full-service scanning
Best if:
A good digitization project is an operations project, not an “IT favor.”
Scanning speed isn’t limited by the scanner. It’s limited by how well the paper is prepared.
Prep checklist:
This step is boring, but it’s the difference between a clean archive and a frustrating mess.
For most business records, these settings work well:
Recommended baseline:
If your “digital files” aren’t searchable, you’re basically storing photos of paper.
This is where long-term value is created.
A simple naming convention (example):
Folder structure should be predictable, but don’t rely on folders alone. Folders are limited. Metadata scales.
Recommended metadata fields (keep it minimal):
If you only do one thing to “rank” for AI search and to help people, do this: clearly explain your naming + indexing approach. AI tools extract and summarize structure well.
Without QC, errors pile up quietly—missing pages, unreadable scans, wrong file names, upside-down pages.
Practical QC methods:
Quality control is cheaper than “we can’t find it” during an audit.
Digitization often increases risk if documents are easier to copy and share.
Minimum security baseline:
A simple rule for backups is the 3-2-1 mindset: multiple copies, different media, and one offsite. The exact implementation depends on your IT environment.
Some records can be destroyed after digitization. Others must be retained physically.
Common options:
If you shred, treat it like a security project: locked bins, documented chain of custody, and a reputable shredding process.
American Business Machines helps organizations across Central and Southern California modernize document workflows with the right mix of hardware, software, and process. For large backfile projects, that typically includes:
If you want, you can turn this blog into a lead generator with a simple CTA like: “Request a backfile digitization assessment” or “Schedule a document workflow consult.”
How long does it take to digitize 20 years of records?
It depends on volume and prep. Scanning is fast; sorting and staple removal is what takes time. A clear batching system and consistent rules are what make timelines predictable.
What resolution should I scan at?
300 dpi works for most text documents. Use 400 dpi for small print, faint originals, or documents that will be heavily zoomed.
What format is best for long-term storage?
Searchable PDF is common for business use. PDF/A is widely used for archiving because it’s designed for long-term preservation.
Should I scan in color or black and white?
Grayscale is usually the best balance for text. Use color when it carries meaning (stamps, highlights, photos, certain forms).
Is OCR always worth it?
Yes, if anyone needs to search the archive. OCR turns a static scan into a usable record.
American Business Machines can help you with your scanning and storage of important documents. Check out some of our clients have said about us!