Back File Scanning: What You Need to Know

2 min read
February 9, 2023

Table of contents

Digital transformation has become an essential part of many businesses operations

A key step in this process is back file scanning—scanning your organization’s paper documents to aid in its digital transformation goals.

But what exactly is back file scanning, and how can it benefit your business? Let’s take a closer look at what back file scanning entails and how it differs from day-forward scanning services, such as digital mailroom services and business process outsourcing. 

Understanding Back File Scanning 

Back file scanning is the process of taking all of a company or organization’s historic paper documents and converting them into digital files.

This could include a variety of document types such as:

Once converted, these digitized documents can be stored securely in digital storage systems and accessed quickly when needed. 

In order to ensure accuracy during this conversion process, back file scanning companies have their own set of quality control procedures that must be followed. Many also utilize optical character recognition (OCR) technology for accurate text recognition and improved searching within scanned documents. 

The Benefits of Back File Scanning 

Back file scanning offers numerous benefits to businesses looking to go through a successful digitization process.

By having all your paper documents converted into digital files, you will be able to quickly find the information you need without having to rummage through piles of paperwork or search through filing cabinets for hours on end.

Additionally, since the files are stored digitally, they are more secure than traditional paper storage methods; they are less prone to damage or theft, and they won’t take up physical space like filing cabinets do. 

What's the Difference Between Back File Conversion & Day-Forward Scanning Services

Although both day-forward services (such as digital mailroom services) and backfile conversion involve document scanning expertise, there are several key differences between these two types of services. 

First off, day-forward services typically involve processing new incoming mail items on a daily basis while backfile conversion involves taking care of existing paper archives that have already been filed away somewhere offsite or in warehouses/storage facilities over time.

Additionally, most day-forward services involve automated document sorting processes while backfile conversion often requires manual sorting due to the large number of different types of documents included in each archive job (e.g., invoices vs tax forms). 


Digitizing your back file documents with a reputable document scanning company can help simplify your workflow processes by giving you quick access to important information whenever you need it without having to rummage through mounds of paperwork or search through filing cabinets for hours on end.

Additionally, it provides better security than traditional paper storage methods since all your data is stored digitally rather than on physical pieces of paper that could easily get lost or damaged over time. 

If you're interested in learning more about how back file scanning can benefit your business, contact DocCapture today for assistance connecting with some of the best document scanning companies available!

Looking to scan your documents? Let's get you a quote!