The Five Top Reasons University Departments Need to Digitize Their Records


It seems like every department has them – those large 4 drawer cabinets. Some departments even have whole rooms full of files that can include old student files, personnel files, research data and/or patient files. And when you need to find those files, you dread spending a lot of time finding what you need.

In the digital age, we all know paper is a temporary medium for information. Large quantities of paper are expensive to maintain, difficult to store and fraught with risk from deterioration, loss, water, and fire. A solution that would improve efficiency, save space, reduce costs, and improve security comes through the digitization of paper and microfilmed documents.

Here are the top five reasons you should digitize your documents:

1) Digital Documents are Easier to Find and Easier to Search

Searching paper documents is time-consuming. It takes about 18 minutes on average to search for a paper document.

Digital documents can be found quickly and easily using a simple keyword search. Software such as Cabinet SAFE and Paper Vision can apply structures that match your department making document location even more efficient.

2) Secure Document Storage

Scanning offers improved security for your sensitive documents. Scanned documents can be securely stored in an online document management system, with security access at a user or role level. These documents can be easily shared with users in multiple offices and locations, providing secure, flexible access. Along with secure access, digitalize documents can provide:

  • a full electronic audit trail with a detailed user access history

  • automatic back-ups

  • the choice of on-premise storage, remote storage and/or cloud storage

3) Increases Office Space

We all know how scary it can be to list “Storage” on a space report. University administration look for storage rooms when they re-allocate space. Document scanning reduces the volume of paper to be filed, thus eliminating the need for filing cabinets and file storage. When office space is freed up, departments can use that space for faculty or staff offices.

4) Reduces Costs

There are also costs for misfiled and lost documents. INC Magazine reported that the cost of searching for a misfiled document is $120, and, if you can’t find it, it costs approximately $250 to recreate the lost document. In the case of patient records or research files, the cost of losing documents can be devastating.

The cost of paper (the average U.S. office worker goes through 10,000 sheets of paper per year) along with toner, and transportation are other costs that can be mitigated through the digitization of documents.

Also, if you have precious archival documents, scanning is essential to preserve documents that can deteriorate over time – thus making scanning priceless!

5) Compliance with government regulations

The maintenance of a paper-based filing system that complies with regulatory requirements is expensive and burdensome. The use of scanning helps companies comply with government-mandated initiatives (e.g., HIPAA, Sarbanes-Oxley, Paperwork Reduction Act, etc.) related to document retention and retrieval.

If you have multiple file cabinets full of paper files, the thought of scanning all your paper records can be daunting. Fortunately, there are options for file conversion. You can purchase your own scanners and train your staff in proper scanning techniques or use a reputable document conversion company to digitize your paper files.

Micrographics can help.

We sell and rent comprehensive scanning solutions. When you purchase from us, we can train your staff on proper scanning techniques. But if scanning your own files seems too difficult, we can scan those documents for you and transfer them into searchable electronic files. Contact us for more information.

About Micrographics, Inc. Since 1980, Micrographics has been working with Universities to reduce costs and increase staff productivity by implementing comprehensive, scalable, and secure solutions. These solutions include integrated records digitization services, data storage, and workflow design. We also sell Fujitsu scanners and scanner maintenance packages at highly competitive prices and also have a scanner rental program. Micrographics has converted millions of documents and is proudly recognized as one of the most successful companies in the document and information management processing industry. We currently work with a majority of Florida's universities addressing the processing of current records, digitizing older records and also assisting with antiquity projects. In addition to Universities, we have performed preservation and antiquity projects in both domestic and British publishing houses, National Geographic, UF Foundation, UM, Cuban Heritage Collection, Menorcan Historical Society, and the Lawrence Lewis Foundation. Micrographics meets or exceeds SOF admin codes, and the Library of Congress scanning specifications. We are a State of Florida Certified Vendor and a Certified Minority Small Business.

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