Should You Scan Your Paper Documents or Should You Store?

The eternal business dilemma: you’ve got stacks of documents, but what’s the smartest way to handle them? With offices across Connecticut going digital and remote work becoming the norm, this question matters more than ever.

At Infoshred, we help companies in Connecticut, Massachusetts, and Rhode Island navigate this decision daily. Both scanning and physical storage have their place, but understanding when to use each approach can save your business money, space, and headaches.

Why Scanning Makes Perfect Sense

For CT, MA and RI Businesses

Digital transformation isn’t just a buzzword, it’s survival. When your team can find any document instantly without digging through filing cabinets, productivity soars.

Accessibility leads everything. Your employees work from home, the office, client sites. Document scanning services mean everyone accesses the same files simultaneously without playing phone tag about who has what folder.

Collaboration becomes effortless. Shared digital files speed up workflows and eliminate lost paperwork. One Hartford accounting firm we work with cut their month-end closing time by 40% after digitizing their client files.

Disaster protection feels real. Fire, flood, or theft can wipe out decades of paper records overnight. Digital backups in the cloud keep your business running when others shut down.

Security exceeds expectations. Encrypted storage often provides better protection than locked filing cabinets. You control who sees what, when they see it, and maintain audit trails.

For Residential Needs

Your home office doesn’t need industrial-grade solutions, but the benefits remain powerful.

Space becomes precious. Connecticut homes aren’t known for excess storage. Scanning eliminates storage boxes cluttering closets and basements.

Peace of mind grows. Important personal documents—birth certificates, tax filings, insurance policies—stay safe from physical damage while remaining instantly accessible.

Organization gets easier. Scanned documents can be tagged and sorted digitally, making retrieval effortless compared to hunting through manila folders.

Why Physical Storage Still Works

Business Requirements

Some situations demand original documents. Period.

Legal requirements don’t bend. Certain industries demand original physical documents—signed contracts, notarized forms, medical records with original signatures. Professional records storage ensures compliance while maintaining security.

Client expectations matter. Your customers might still prefer or require paper copies. Fighting this battle isn’t worth losing clients.

Simplicity has value. Not every business has resources to manage scanners, indexing, and digital security systems effectively.

Personal Preferences

Sentimental value persists. Old letters, handwritten notes, artwork—these lose something essential when converted to pixels only.

Technology fatigue exists. Not everyone wants to learn new systems just to access personal records.

Cost considerations count. Filing folders and a closet box cost less upfront than scanners or cloud storage subscriptions.

Making the Right Choice

The answer isn’t either/or, it’s both. Smart businesses use hybrid approaches.

Scan frequently accessed documents for daily operations. Store originals of legal documents, contracts, and materials requiring physical signatures. Shred outdated materials that no longer serve any purpose.

This strategy maximizes efficiency while maintaining compliance. Your team works faster with digital access, but you’re protected when auditors or lawyers need originals.

Professional Guidance Makes the Difference

Deciding what to scan versus store requires expertise. Document retention laws vary by industry. Security requirements differ by document type. Our Connecticut-based team understands these nuances.

We’ve helped thousands of businesses across Connecticut, Massachusetts, and Rhode Island optimize their document management. Whether you need scanning services, secure storage, or ongoing document destruction, we provide complete solutions.

Don’t let document management slow your business down. Call us at (860) 627-5800 or complete the form on this page today!