To Scan or to Store: Strategic Hybrid Records Management

As organizations manage growing volumes of information, a common question arises: Which records should be scanned and digitized, and which should remain in physical storage?

There is no one-size-fits-all answer. Deciding whether to scan or store depends on a variety of factors, including access needs, legal requirements, document lifecycle, and cost. This article outlines key considerations to help organizations make informed decisions about hybrid records management.

Understanding the Role of Each Record

The first step in any records management decision is understanding the purpose and value of the records in question. Consider:

• Frequency of access: Are the documents referred to often or rarely?

• Retention requirements: How long must the records be kept, and in what format?

• Regulatory considerations: Are there legal mandates for maintaining originals?

• Operational value: Does the document support ongoing business functions?

Clarifying these details can help guide whether a record is better suited for digitization or physical storage.

Situations Where Scanning Is Appropriate

Scanning records can offer benefits such as faster access, easier sharing, and reduced reliance on physical space. It may be a suitable option in the following scenarios:

• High-frequency use: Records that are accessed regularly or need to be retrieved quickly, such as active personnel files or current project documents.

• Remote accessibility needs: Digitization supports distributed teams by making records available online.

• Workflow integration: Digital formats integrate more easily with document management systems and digital processes.

• Disaster preparedness: Having critical documents in digital format can support continuity planning in case of physical loss or damage.

However, scanning involves upfront costs and time, so not all records require or benefit from digitization.

Situations Where Storage Is the Better Choice

In many cases, physical storage is more appropriate, particularly for records that do not require frequent access or are subject to specific regulatory handling. Consider physical storage when:

• Originals are legally required: Certain records must be preserved in their original format to meet legal or regulatory standards.

• Low-access, high-volume: Files that are rarely needed but must be retained, such as closed case files or archived financial records, can be more cost-effectively stored than scanned.

• Retention periods are short: If a document is nearing the end of its retention cycle, storing it temporarily may be more practical than scanning it.

• Budget constraints exist: For large collections, the cost of scanning may outweigh the operational benefits.

Physical storage should still include a clear indexing system and retrieval process to ensure records remain accessible if needed.

Combining Both Approaches

Many organizations benefit from a hybrid strategy that uses both scanning and storage based on record type and business need. This approach allows for:

• Efficient access to high-use or time-sensitive documents

• Cost-effective storage of rarely accessed materials

• Flexibility to digitize stored records on demand

• Compliance with retention schedules and legal standards

By segmenting records based on usage, retention, and format requirements, organizations can manage their information more efficiently and reduce unnecessary costs.

Making informed decisions about scanning versus storing is a core part of effective records management. There is no universally correct answer, only what fits best given the nature of the records and the goals of the organization. Understanding the function, lifecycle, and legal context of each record group can guide the right approach and support a more structured, accessible, and compliant records environment.

Ready to discuss your organization’s document scanning and storage needs with DeVries’ experts? Call us at (866) 433-4691 or complete the form on this page today!