The Importance of Scanning Documents After They are Recovered

After going to great lengths to salvage damaged or wet papers, photos, films, books and other items using professional document recovery solutions, it’s smart to take steps to safeguard them in the event of a future disaster. These steps include using proper temperature and humidity controls, storing documents on upper levels of a building, using acid-free storage boxes, and keeping documents in an offsite location. While all these methods are great for keeping physical copies of documents more secure, a comprehensive document recovery plan should also include digital imaging.

Why Scan Documents After their Recovery?

When you hired a document restoration service, you did so with the intent of preserving the damaged items. Despite the excellent job the specialists did to clean and dry your documents, there is no guarantee that they will be salvageable after the next disaster or recoverable after a theft. While digital imaging will not protect original documents from theft or damage, scanning them will preserve the information or images that you value in their original form. This is particularly beneficial if you can’t recreate them from their original source.

Forward-thinking libraries, archives, museums, periodicals and businesses scan documents as part of their disaster preparedness and document restoration plans. The act, however, has benefits that organizations can take advantage of in their everyday operations, including:

• Giving the public access to documents that they can view or download online
• The ability to store original documents in a remote, secure off-site location without losing access to the information in them
• Allowing others to view documents, photographs, books or other materials without the fear of accidental damage
• Making documents simpler for employees to find and access, which improves efficiency, productivity and customer service
• Allowing employees to access digital documents from remote locations using Internet-connected devices
• Simplified document sharing using email and other online tools
• Reducing paper-related costs and waste
• Restoring faded works to their original brilliance
• Reducing the need for physical storage space for backup copies of documents
• Enhancing a digital document’s security with the use of passwords, firewalls, encryptions and other techniques, which improves data protection compliance
• Full electronic audit trails with a user access history
• Reduced carbon footprint
• Improved risk management

Scanning as a Document Recovery Solution

At times, clients ask the specialists at Polygon to provide them digital images in addition to or in lieu of restored physical documents. We are happy to oblige and will provide custom scanning services that meet their specific needs. This strategy helps protect the records from incidents or environmental concerns that could damage them in the future. Scanning salvaged documents also minimizes losses, reduces recovery costs and hastens retrievals in the event of damage. When an organization backs-up digital copies of documents onto a secure cloud storage solution, server or hard drive, it greatly facilitates business continuity by making document recovery efforts simpler. 

Nothing lasts forever. Thanks to digital imaging, a document will continue to be of use after the original is gone. If you experienced an incident that damaged your documents, such as a flood or fire, get in touch with Polygon immediately. The sooner our specialists arrive on the scene to stabilize the items, the better the chances are of recovery. If you’re creating a disaster preparedness and recovery plan, sign up for Polygon’s complimentary Code Blue program to work with specialists who will help you determine the best recovery methods for your needs if the unexpected occurs.