Document digitization goes beyond simply scanning paper documents—it’s the full transformation of physical files into searchable, shareable, and secure digital files. This process includes document imaging, optical character recognition (OCR), metadata tagging, indexing, and secure storage in a centralized document management system.

Whether you're working with paper files, microfilm, or historical paper records, converting them into a digital format helps eliminate physical storage limitations. It creates a more efficient way to access and manage information. High-volume record scanning is paired with indexing and OCR to support quick retrieval, reduce operational overhead, and support real-time collaboration.

By adopting a document digitization service, your organization can:

  • Free up valuable office space previously used for paper documents

  • Improve data security with digital backups and controlled access

  • Enable real-time document retrieval from any authorized device

  • Strengthen compliance with audit trails and digital compliance policies

  • Support your digital transformation initiatives with scalable tools

From modernizing archives to simplifying daily workflows, digitizing records creates a foundation for long-term efficiency, security, and growth.

Why Document Digitization Matters

Relying on paper documents limits your organization’s ability to move quickly, collaborate effectively, and keep information secure. Files get misplaced. Manual processes slow teams down. Storage eats into your space and budget. Document digitization changes that by transforming static records into accessible, actionable digital files.

Beyond just efficiency, digitizing records supports long-term operational resilience, cost savings, and data protection. Whether you're managing invoices, contracts, student records, or public archives, a structured document digitization service helps:

  • Improve efficiency: Reduce time spent searching for files and eliminate redundant processes

  • Lower costs: Eliminate printing, storage, and labor tied to manual document handling

  • Enhance data protection: Use encryption, role-based access, and backups to support document security, especially in case of a disaster

  • Support compliance: Maintain audit trails and retain records based on legal requirements

  • Enable digital transformation: Build the foundation for electronic document workflows and smarter systems

Investing in document digitization solves today’s challenges and unlocks future opportunities by turning information into a strategic asset.


The Document Digitization Process

Successful document digitization requires more than just scanning—it’s a structured workflow that converts physical records into secure, searchable, and consistently organized digital files. Whether you're digitizing a single department or entire archives, the process follows a proven path:

1. Preparation and Sorting

Files are reviewed, classified, and prepped—removing staples, repairing damage, and organizing paper records by type. This step supports efficient record scanning and consistent file indexing.

2. High-Quality Scanning

Using industrial-grade document digitization scanners, physical pages are converted into clear, high-resolution images. This step accommodates everything from standard documents to large-format files and microfilm.

3. OCR and Data Capture

Optical character recognition (OCR) technology is applied to scanned images, converting printed or handwritten text into machine-readable content. This enables text search and data extraction from within scanned documents. Most files are saved as PDF, but other supported formats include TIFF, JPEG, PDF/A, and GIF, depending on your archival or access needs.

4. Indexing and Metadata Tagging

Files are indexed by key identifiers—such as name, date, or record type—and tagged with metadata. This allows for precise, real-time retrieval and supports compliance, auditing, and version control.

5. Secure Storage and Delivery

Your newly created digital files are organized in a centralized document scanning system or integrated with an existing document management system (DMS). Depending on your access and security needs, delivery options include cloud storage, local servers, or hybrid environments. Once digitization is complete, physical documents can either be securely shredded or returned based on your organization’s retention policy.

6. Quality Control and Validation

Before final delivery, files undergo thorough quality control checks to confirm accuracy, completeness, and consistency across batches. This step also verifies OCR and metadata integrity.

Together, these steps create a reliable, repeatable digitization process that supports business continuity, regulatory needs, and streamlined access across departments.

High-Volume Projects for Document-Heavy Organizations

High-volume record scanning is essential for organizations managing decades of archives or processing thousands of files per month. Our document digitization services are built to handle large-scale conversions with speed and accuracy, without disrupting day-to-day operations.

Industries like government, healthcare, education, and finance rely on bulk document scanning systems to:

  • Eliminate physical backlogs of paper documents

  • Reduce risk by preserving aging or fragile paper records

  • Improve access to case files, medical charts, transcripts, or legal documents

  • Maintain consistency across branches, departments, or distributed teams

We batch, track, and process files with minimal handling, maintaining chain-of-custody protocols and indexing at scale. Whether you're digitizing 1,000 files or 10 million, we tailor the process to match your volume, timelines, and compliance requirements.

Onsite vs. Offsite Document Scanning

When it comes to handling your physical records, you have two options: onsite document scanning at your location or off-site scanning at a secure facility. Both approaches follow the same best practices for capture, indexing, and quality control—the difference lies in where the scanning happens and how much control you need during the process.

Onsite Document Scanning

We bring our team, high-volume scanners, and a project manager to your site. Onsite scanning is ideal if:

  • Documents are regulated and must stay on the premises

  • Files are too fragile or sensitive to transport

  • You need real-time access to records during scanning

  • Your team wants visibility into the scanning process

This approach reduces logistical complexity and offers full transparency, without compromising scan quality.

Offsite Document Scanning

Your documents are packed, labeled, and transported to our secure scanning facility, where they're digitized efficiently at scale. Offsite scanning is often preferred when:

  • You're managing a large-scale scanning project

  • You want minimal on-site disruption

  • You have limited space for scanning equipment

  • You need faster turnaround from a dedicated production team

Need to access a document mid-process? We’ll locate, scan, and deliver it digitally so your workflow stays uninterrupted.

Not sure which approach makes sense for your team? Talk to our team to discuss the best scanning model for your environment.


What Is a Document Management System?

A document management system (DMS) is the backbone of your post-digitization workflow. Once physical files are scanned, indexed, and tagged with metadata, a DMS stores them in a centralized, secure environment, giving your team fast, structured access to the digital files they need.

Whether you're managing HR files, permits, invoices, or public records, a DMS allows you to:

  • Retrieve records in real time using full-text search and metadata filters

  • Apply document security settings with password and role-based permissions

  • Automate document routing, approvals, and retention schedules

  • Support electronic document workflows that replace manual handling

  • Maintain consistent digital compliance across departments

Integrated with your existing systems, a document scanning system paired with a modern DMS helps eliminate silos, reduce risk, and improve productivity—while keeping your entire record history just a few clicks away.

Document Types and Formats We Digitize

Every organization manages a wide variety of documents—some routine, others highly specialized. Our document digitization services are designed to support everything from everyday office files to oversized drawings and fragile historical records. Whether you're scanning paper documents, microfilm, or confidential files, we help you convert them into structured, searchable digital files.

Business and HR Records

We digitize:

  • Personnel files

  • Onboarding documents

  • Training manuals

  • Payroll records

  • Benefits enrollment forms

HR document scanning helps improve privacy, enable employee self-service, and reduce repetitive administrative tasks.

Financial and Accounting Documents

We handle:

  • Invoices and purchase orders

  • Expense reports

  • Audit trails

  • Bank statements

  • Tax documents

Our services include scanning financial documents and integrating them with platforms like OpenText AppEnhancer for process automation.

Medical and Healthcare Records

We digitize:

  • Patient charts and prescriptions

  • Surgical and hospitalization history

  • Lab and radiology results

  • Billing documents

  • HIPAA-sensitive records

Medical record scanning supports fast retrieval, EHR integration, and compliance across care networks.

Legal and Government Records

We support:

  • Court records

  • Case files

  • Land and property documents

  • Vital records (birth, marriage, death)

  • Ordinances, resolutions, and permits

Document digitization provides access control, redaction, and long-term cloud storage to meet regulatory demands.

Mortgage and Loan Documentation

We convert:

  • Loan applications

  • Mortgage agreements

  • Deeds and closing documents

  • Supporting ID and income records

Using ICR, we extract and categorize unstructured data to streamline approvals and reduce manual indexing. Using the OpenText Intelligent Capture platform, mortgage data capture is a breeze.

Education and Student Records

We scan:

  • Transcripts

  • Enrollment records

  • Report cards and applications

  • Historical records and yearbooks

Student record scanning supports FERPA compliance and improves service for students, faculty, and administrators.

Large Format and Technical Drawings

We specialize in:

  • Blueprints

  • Engineering plans

  • CAD files

  • Utility and zoning maps

  • Oversized archival materials

Our large-format scanning solutions produce crisp, zoomable digital formats for use across departments.

Historical and Archival Materials

We preserve:

  • Fragile books and manuscripts

  • Newspapers

  • Microfilm and fiche

  • Maps and sectional index books

  • Government archives

These document digitization services are ideal for libraries, museums, and public agencies needing long-term preservation with modern accessibility.


Industries That Benefit Most from Document Digitization

Organizations across both the public and private sectors are turning to document digitization services to streamline operations, meet compliance standards, and eliminate the burden of managing physical records. Whether you're managing legacy archives or active workflows, digitizing records helps reduce costs, improve access, and support long-term digital transformation.

County and Municipal Government

From court case files and land records to meeting minutes and permits, government agencies benefit from converting paper documents into digital files. Record scanning reduces backlog, supports transparency, and enables secure sharing between departments, while maintaining full compliance with retention laws and public access regulations.

We digitize:

  • Case files, ordinances, and meeting minutes

  • Property records, permits, maps, plats, and zoning documents

  • Marriage certificates, traffic tickets, and vital records

Federal Agencies

With mandates requiring a shift to electronic recordkeeping, agencies rely on document digitization to modernize archives, increase efficiency, and protect sensitive data. You can also redact sensitive information to prevent cybercrime in your jurisdiction. We support the secure conversion of paper records, microfilm, and legacy systems into structured, searchable formats ready for centralized access.

We digitize:

  • Policy and compliance documents

  • FOIA-subject files and public correspondence

  • Microfilm archives and agency records

Banking and Finance

Scanning financial documents like loan files, statements, and invoices helps financial institutions automate approval processes, improve accuracy, and remain audit-ready. Digital conversion also supports self-service access for clients and internal teams.

We handle:

  • Loan applications, tax forms, and audit files

  • AP/AR invoices and payment records

  • Customer agreements and account statements

Healthcare Providers

Hospitals and clinics use medical record scanning to integrate legacy patient files into EHR platforms, improve collaboration, and ensure HIPAA compliance. Digitization enhances billing, reporting, and access to life-critical information.

We digitize:

  • Patient charts, prescriptions, and intake forms

  • Diagnostic reports and billing records

  • Insurance claims and lab results

Education (K–12 and Higher Ed)

Schools and universities digitize student records, transcripts, and administrative files to support FERPA compliance and streamline operations. Digital access helps staff serve students more effectively while preserving historical records for institutional continuity.

We handle:

  • Transcripts and enrollment applications

  • Student records, attendance logs, and report cards

  • Archived yearbooks, photos, and disciplinary files

Oil and Gas

Energy companies rely on document digitization services to manage technical drawings, SOPs, vendor records, and safety documentation, especially in remote or high-volume operations. Scanning improves collaboration, audit trails, and access across global locations.

We scan:

  • Equipment documentation and production logs

  • Engineering drawings and large-format maps

  • Safety procedures, permits, and vendor catalogs

How Much Does Document Digitization Cost?

The cost of document digitization services depends on the volume, condition, and complexity of your records. As a general reference point, scanning a standard banker’s box—about 2,500 pages—typically costs around $250, with per-page pricing ranging between $0.10 and $0.25 for modern office documents.

Pricing is influenced by factors such as:

  • Document prep (e.g., removing staples, repairing damaged pages)

  • File formats and output requirements (PDF, TIFF, JPEG, etc.)

  • OCR and metadata tagging needs

  • Indexing depth and naming conventions

  • Post-scan quality control

  • Integration with your document management system

Revolution Data Systems offers an end-to-end document digitization service that includes all critical steps—from scanning paper documents to secure export—so you’re not caught off guard by hidden fees for indexing, QA, or delivery.

If you're evaluating providers, it's important to define the scope of your documents and clarify any compliance or retention requirements upfront. A transparent discussion helps avoid unplanned costs and ensures you get the right outcome for your organization.

Need an estimate for your digitization project? Request a custom quote tailored to your document types, volumes, and timelines.

convert documents to digital

Frequently Asked Questions

What happens to my physical documents after they’re digitized?

That depends on your organization’s retention policy. After digitizing records, many clients choose secure shredding to reduce storage costs. Others opt to have documents returned and stored offsite. We support both options.

How secure is the document digitization process?

Very. Our document digitization services include encryption, strict access protocols, and chain-of-custody controls from intake to final delivery. Sensitive or regulated documents can also be scanned onsite at your facility.

Can I access files during the scanning process?

Yes. Whether onsite or offsite, our team can retrieve, scan, and deliver specific files digitally if you need access mid-project—minimizing disruption to your workflows.

What types of systems can my digital files be integrated with?

We support integration with many platforms, including OpenText AppEnhancer, Microsoft SharePoint, and other document management systems. We’ll deliver your files in the format and structure that best fits your business.

Do I need to prep the documents myself?

No—our team handles document prep as part of the full document scanning system service. That includes removing staples, sorting files, and preparing records for high-quality capture.


Glossary of Terms 

Document Digitization: The process of converting paper, microfilm, or other physical records into structured, searchable digital files using scanning, OCR, indexing, and metadata tagging.

Document Scanning: The act of capturing high-resolution images of paper documents, often the first step in the document digitization process.

Document Imaging: A method of creating digital representations of physical records, typically used for archiving or viewing purposes.

Document Conversion: The transformation of one digital file format to another (e.g., from TIFF to PDF) to meet storage, accessibility, or compliance needs.

OCR (Optical Character Recognition): A technology that recognizes text in scanned images and converts it into machine-readable data for search, indexing, and editing.

ICR (Intelligent Character Recognition): An advanced form of OCR used to interpret handwritten or unstructured data, often found in mortgage and loan documents.

Indexing: The process of assigning search-friendly terms or metadata to a document, allowing for real-time retrieval and consistent naming conventions across systems.

Metadata Tagging: Adding key information (like document type, date, or department) to a digital file to aid in classification and searchability.

Document Management System (DMS): A software platform that stores, organizes, and secures digitized records, enabling version control, access permissions, and electronic document workflows.

Business Process Automation (BPA): The use of software to automate routine tasks such as invoice routing, document approvals, or onboarding workflows.

Archiving: The process of moving rarely accessed digital records into long-term storage to preserve data and reduce system load.

Cloud Storage: A network of remote servers used to store digital files, offering scalable, secure, and accessible backup solutions.

PDF (Portable Document Format): A widely used format that preserves document layout, making it ideal for secure sharing and long-term digital archiving.

TIFF (Tagged Image File Format): A high-quality image format often used in scanning for its resolution and stability, particularly for archiving and record retention.

JPEG/JPG: A compressed image format suitable for basic document storage where space optimization is critical

Sources

https://www.coordinated.com/blog/how-the-document-scanning-process-works-in-10-simple-steps

https://www.simplilearn.com/what-is-ocr-optical-character-recognition-article

https://obamawhitehouse.archives.gov/the-press-office/2011/11/28/presidential-memorandum-managing-government-records

https://www.washington.edu/accessibility/documents/scans

https://www.alarisworld.com/en-ca/solutions/document-scanners