The challenge

When the library reached out to us, space had become tight across the building. New titles needed room on the shelves, but older or less requested books were taking up just as much space as the ones in daily use.

Staff wanted to free up more of the building for readers, but still needed to keep every title in the collection accessible to borrowers. This meant finding a better way to manage the books that weren’t picked up as often, while keeping them in reach.

How we helped

The library reviewed its collection and put together a list of books to move offsite. Our team boxed up each title on that list and brought them back to our facility. 

As part of the process, we catalogued every book and set up a system that lets the library request titles back whenever they’re needed. This gave staff full visibility of what’s stored with us, and a straightforward way to get hold of a book quickly when someone asks for it. 

When a reader requests one of these books, the library places the request through our client portal. We retrieve and deliver it back within 24 hours, keeping the process quick and simple for staff.

The result

The library now has far more room to work with. Freeing up shelf space allowed the team to create more reading and break out areas, and add extra desk spaces. Wider aisles also make browsing more comfortable for visitors. The collection itself can keep growing too, without the library running out of room to store it.

These changes have helped the library to become more of a destination for visitors. The team can now offer a wider range of services and a broader choice of books while keeping every title in the collection accessible within 24 hours. 

Making room without losing access

Many libraries face the same balancing act between space and choice. Removing books permanently isn’t the answer, and letting a growing collection crowd out reading and study areas isn’t either. Storing less requested titles offsite gives libraries a practical way to keep every book in circulation, while making better use of the space they already have.

Archive-Vault can help your library or organisation free up space without losing access to your collection. We collect, catalogue and store your books or documents safely offsite, with fast retrieval whenever you need them back. Get in touch with our team today by calling 01603 720722.

The post Case study: A Norwich library frees up shelf space with offsite book storage appeared first on Archive Vault.

“How long do you keep your employee records, contracts, or financial documents?”

One person thinks Finance manages it. Finance assumes it’s handled by HR and HR believes IT or facilities have a system in place. Meanwhile, archived paper files sit in storage, digital records are spread across multiple systems, and no-one has the confidence to explain what is kept, why it’s kept, or when it should be destroyed.

It’s a more common scenario than you might think. Without a documented retention policy, businesses often rely on unwritten processes, individual knowledge, or a “keep everything just in case” approach. Unfortunately, that can create significant compliance, security, and operational risks. 

Why this gets overlooked

Most businesses understand the importance of managing records, but creating a document retention policy doesn’t often make it to the top of the priority list. 

Sometimes it may feel there aren’t enough hours in the day, or you aren’t sure where to start; especially if existing records have built up over many years, and the task can feel overwhelming. 

As a result, document retention often becomes reactive rather than proactive, with decisions being made only when storage space runs low, an audit occurs, or a compliance issue arises. 

The misconception worth correcting

Many organisations assume that keeping every document forever is the safest option. In reality, this may be breaking GDPR rules? 

Holding digital and physical records beyond their required retention period can create compliance risks. Under data protection principles, organisations should not retain personal data for longer than needed. 

Keeping outdated records can also increase exposure in the event of a data breach, lead to inconsistent record management practices and create uncertainty over which versions of documents are the most up to date. A retention policy defines a clear process and structure, and can help organisations stay on track.

What a retention policy covers

A document retention policy provides a clear framework for managing physical and digital records throughout their entire lifecycle. 

Types of records include: 

• Insurance records
• Financial records (invoices, accounts, tax records)
• HR and employee files
• Legal documents (contracts, agreements)
• Customer data
• Operational records (project files, reports, work orders)
• Emails and communications
• Internal records/ processes

Retention requirements can differ depending on your sector. Each document category should have a defined retention period based on:

• Legal requirements
• Business needs
• Industry standards

It is important to source official guidance from authoritative resources such as:

• HMRC
• ICO (Information Commissioner’s Office)
• National Archives 
• Gov.uk
• Industry regulators – such as SRA (legal), NHS guidance (medical), or education authorities

Assigning responsibility is one of the most important elements of a retention policy. This could be a compliance officer, someone within the IT department, or an employee dedicated to managing records.

They need to ensure records are being managed correctly, that retention timelines are being monitored and actioned at the correct time. They may also be responsible for approving destruction, or co-ordinating it if the approval needs to be approved by individual departments or senior management/ directors. 

Where to start

Creating a retention policy for the first time may feel daunting, but our guide will explain how to put the foundation together in a few simple steps.  

1. Start with an inventory

Before creating any rules, it is important to understand what records exist within your organisation. Identify what documents you hold, where they are stored, if they’re physical or digital and who has ownership of them. 

2. Group documents into categories

Group records into logical categories like HR records, financial, legal and operational documentation. 

3. Decide where and how your records will be stored

This is a crucial step to safeguarding your records, digitally and physically. It is vital to ensure your records are stored in the correct way and accessed by the correct people. 

4. Schedule annual reviews

Companies evolve, regulations change, and new document types are created. Reviewing your retention policy annually helps ensure it remains aligned with current legal, operational, and business requirements. 

5. Define the end of the documents lifecycle

Establish how records are identified for review, who approves destruction, and how this is documented. 

6. Share it

Once your policy is in place, ensure this is shared with everyone within the business so they have a clear understanding. 

Where Archive-Vault can support you 

Once your retention policy has been set, Archive-Vault can help take the manual administration out of managing them. 

Our records management software allows retention periods to be assigned to stored files and archive boxes. As review dates approach, clients receive a notification, giving them the opportunity to either extend the retention period, review the contents or authorise secure destruction. 

Archive-Vault also offers secure offsite document storage, confidential destruction (with a certificate for your records once complete), retention management and visibility of your records through the online client portal.

These services help businesses maintain control over your records while reducing administrative labour to maintain compliance. 

Do you know who owns your retention policy?

If you’re unsure whether your organisation has a documented document retention policy, it may be time to review this. 

A well-managed retention policy reduces risks, maintains compliance and gives your business confidence that records are being managed correctly throughout their entire lifecycle. 

If you’d like to discuss your records management process or explore how Archive-Vault can support your document retention strategy, get in touch with our team today. Contact info@archive-vault.co.uk or give us a call on 01603 720722. 

The post What happens if no-one is responsible for document retention in your business? appeared first on Archive Vault.

A few archive boxes are placed in a cupboard. Then an office space becomes a storage room. Before long, someone is making occasional trips to a self-storage unit and attempting to keep track of everything on a piece of paper or spreadsheet. 

It works. Until it doesn’t. 

Perhaps a member of staff can’t find an important file before a pressing deadline. Maybe someone has come across a box that has been marked off the list and destroyed years ago. Or a team member is climbing an old ladder to retrieve a file. What seems like a simple document request can suddenly become a health and safety concern. 

While DIY storage often feels like the cheaper option, the hidden costs and risks can add up quickly. 

Common DIY approaches to document storage

There is nothing unusual about managing your archiving internally. In fact, many organisations start out this way. Some of the below may be familiar:

• A dedicated room or office cupboard for archiving
• Basements, lofts or garages
• Out buildings and self-storage units
• Filing cabinets spread across multiple departments

For small archives, these solutions can appear perfectly reasonable. However, as document volumes grow, accessing records can become more difficult and the risks become harder to manage. 

Below are some common ways businesses currently manage their documents, alongside a few points worth considering. 

The hidden risks of DIY storage

Often, the biggest costs aren’t the storage costs themselves. It’s the risks, inefficiencies and lost productivity that build up over time, and time is money. 

Damage, fire and flood

Paper records are vulnerable. Damage from damp, flooding, fire or other poor storage conditions can have serious consequences. Storage areas such as basements, lockups, poor ventilated rooms and shipping containers are key places for this to occur. Once critical records are damaged, replacing them could be impossible. 

Staff time spent searching for files

How long does it take your team to locate a specific file? Ten minutes? An hour? Several hours? When staff are making trips to storage locations, searching through archive boxes and re-filing records, valuable working time is being diverted away from their core responsibilities. 

Compliance risks

Managing retention periods manually can be challenging. Without clear systems in place, organisations risk keeping records longer than necessary, destroying records too early and failing to demonstrate compliance. For businesses handling employee, medical, legal or financial records, these risks can be significant. 

Security concerns

Not all storage locations are designed for confidential records. You should consider who can access the storage area (particularly in self-storage), if the area is monitored, and how you evidence an audit trail. If a file goes missing, it is important to identify who last handled the file. 

Wasted office space

Office space comes at a premium, yet many organisations dedicate valuable space to archive boxes. Freeing up these areas can create opportunities for growth without the need to relocate. 

Delays when documents are needed urgently

The file you haven’t needed since you archived it is often the one someone needs urgently. If records aren’t indexed correctly or stored in the wrong place, urgent document requests can quickly become frustrating and time consuming. 

Why use a professional company?

A professional records management service often pays for itself through better compliance, tighter security and less time spent on archival tasks. 

The right solution should do more than store boxes

A goods records management partner should help you protect sensitive information, improve compliance, reduce risk, save staff time and free up valuable space. Most importantly, it should give you confidence that your documents are being managed properly throughout their entire lifecycle.

Could your storage setup be putting your business at risk?

Many organisations don’t question their document storage arrangements until something goes wrong. 

If your records are stored in a spare room, outbuilding, garage or self-storage unit, now may be the perfect time to review whether your current approach still meets the needs of your business. 

At Archive-Vault, we help organisations across Norfolk, East Anglia and beyond to store, manage, retrieve, scan and securely destroy documents with complete confidence. 

Want to find out whether your current storage setup is working as efficiently as it could be? Contact our team on 01603 720722 or email info@archive-vault.co.uk for a no obligation chat. 

The post Is DIY document storage worth the risk? appeared first on Archive Vault.

At Archive-Vault, our document scanning service helps businesses free up valuable office space, and improve access to digital files containing important information. We use market leading scanners and OCR technology, and digitise everything from standard A4 documents to large format plans up to A0, creating searchable archives that make finding information simple and efficient. 

But what really makes our scanning department stand out is the people behind the scenes (in order from left to right).

Hattie 

As the first official member of the scanning department, Hattie has been an integral part of the team from the very beginning. A proud mum of two girls, family is at the heart of everything she does. She’s passionate about her community, environmentally conscious, and always looking for ways to make a positive impact. Outside of work, Hattie is a fan of all things supernatural, enjoys getting creative with crafts, and never fails to amaze us with the weird, wonderful and often completely unexpected stories. With years of experience and extensive knowledge of our equipment, she’s become a true scanning expert and an invaluable member of the team.

Cintia

Known for her exceptional attention to detail (and quite possibly the neatest handwriting you’ll ever see!), Cintia approaches every project with care, precision, and pride in her work. Her high standards help ensure our customers receive the quality service they expect, and her polite, friendly nature makes her a pleasure to work alongside. Always willing to lend a hand and support her colleagues, Cintia is a hugely valued member of the team and someone we genuinely appreciate working with her every day. Outside of work, she’s at her happiest exploring the great outdoors through hiking and cycling. Her most recent achievement was completing Scotland’s famous NC500 route and, whilst there, taking on the challenge of climbing Ben Nevis!

Louise

As the newest member of our growing scanning department, Louise has quickly become a fantastic addition to the team. From day one, she has brought a positive attitude, great enthusiasm, and a willingness to learn, making her a pleasure to work with and a popular member of the department. When she’s not at work, Louise enjoys discovering new places, settling down with a good superhero movie, and catching up with friends over a coffee and a sweet treat. Her friendly personality and eagerness to get involved have helped her settle into the team seamlessly, and we’re delighted to have her as part of team Archive-Vault.

We’re incredibly proud of our scanning team and the work they do every day to ensure our clients receive a professional and premium service.

The post Meet the scanning team at Archive-Vault appeared first on Archive Vault.

While multifunction printers and photocopiers are excellent for everyday office scanning, digitising hundreds or thousands of documents is a very different task. What initially seems like a quick and cost-effective solution can quickly become a project that consumes far more time, resource and attention than expected.

The hidden challenges of bulk scanning

The assumption of “we’ll just scan it ourselves” often overlooks everything that happens before, during and after the process. 

In reality, taking on a scanning project needs consideration and clear planning. Before starting, it helps to think about who will do the scanning, where documents will be kept while the work is underway, and how confidential information will stay secure.

It’s also worth thinking about how you’ll know every page has been captured correctly, and what happens to the paperwork once scanning is complete.

Scanning is only one part of the job. Documents need to be prepared, organised, scanned, checked for quality, labelled and stored in a format that makes them easy to find in the future. 

When large volumes of paperwork are involved, these steps can quickly add up into a series of challenges.

Falling into a time trap

Photocopiers are designed for scanning individual documents or small batches throughout the day, not large-scale archive projects. 

Scanning large volumes of files often includes:

• Feeding documents through the machine in batches
• Removing staples, paperclips and other bindings
• Clearing paper jams
• Rescanning mis-scans
• Naming and filing digital copies manually

What seems like a task for a single afternoon can quickly stretch into days, weeks or even months. 

In many cases, the responsibility falls to an existing member of staff who must fit the project around their usual workload. As a result, the task progresses slowly while taking valuable time away from their primary responsibilities.

The importance of file organisation

Once the scanning is complete, many organisations are left with folders full of files named Scan001.pdf, Scan002.pdf with no indicator of what each file contains.

Without a clear indexing structure, finding a specific document can become just as frustrating as searching through filing cabinets. 

Digital files only deliver real value when they are correctly named, categorised, organised and fully searchable. Otherwise businesses replace a storage problem, with a digital one.

Quality issues

A photocopier can create a digital copy of a document, but that doesn’t always mean it creates a high-quality outcome. Bulk scanning on a photocopier can present several challenges such as:

• Streaks and marks on images from dirty glass
• Faded text
• Skewed pages
• Missing pages

If documents aren’t quality checked at the time, these problems may not arise until someone needs the documents, after the hard copies have been destroyed.

Damage to fragile documents

Not every document is suitable for a photocopier feeder mechanism. Older records, bound documents, delicate paperwork and brittle files can easily become damaged during the scanning process. 

For organisations holding historical records, legal documents or irreplaceable information, the risk of damage can outweigh any potential savings gained from handling the project internally.

It needs to fit in amongst other priorities

Unlike core business activities, large-scale scanning projects aren’t often treated as a top priority. Instead, they’re often squeezed into spare moments between meetings, customer enquiries and day-to-day responsibilities. As deadlines shift and workloads increase, the project slows down, resulting in inconsistent quality and longer completion times. 

While the photocopier itself may be readily available, staff time still has value. When employees are splitting their attention between scanning projects and their primary responsibilities, the hidden cost can quickly add up.

Sensitive information might not always be protected

In many organisations, large scanning projects are assigned to office administrators, apprentices, temporary staff or junior team members.

Whilst there isn’t anything inherently wrong with that approach, businesses should consider the level of access these individuals may gain, and the exposure to sensitive data during the scanning process.

Personnel records, financial paperwork, medical information, contracts, disciplinary records, customer files and identification documents often contain highly sensitive information.

If scanning is taking place at the photocopier, this is usually in a high traffic area, accessible to multiple employees. It is important to consider who can access these documents, and how they’re being handled during the scanning.

What a professional scanning service does differently

A photocopier is perfectly suitable when you need a quick digital copy of a document. However, creating a searchable, high-quality digital inventory requires far more than simply converting paper into PDF files. 

Professional document scanning provider produces records that are clear and easy to read, high-quality, correctly indexed and searchable. They’ll use equipment, processes and expertise designed specifically for large-scale document digitisation.

Equipment built for volume

High-product scanning equipment is designed to process large quantities of documents efficiently and reliably. This enables faster scanning speeds with fewer interruptions from paper jams and feeding issues.  

High-quality end product 

Professional scanners produce high-resolution images suitable for long-term preservation and frequent handling. Documents are checked throughout the process to ensure image quality remains consistent and information is captured precisely. 

Consistent indexing

Rather than generating thousands of generic file names, documents are indexed and named according to an agreed structure. This means files are organised, searchable and easy to retrieve when required. 

An archive that’s easy to navigate

Optical Character Recognition (OCR) converts scanned images into searchable documents. Instead of searching through folders manually, users can search for keywords, reference numbers, names or other text contained within the document itself. 

Careful handling of fragile records

Experienced scanning teams understand how to work with delicate and sensitive documents. Specialist handling procedures help reduce the risk of damage to records that may be old, brittle or otherwise unsuitable for high-production scanning equipment. 

Large format scanning

Not every archive consists of standard A4 paperwork. Professional scanning services can also digitise oversized documents up to A0 such as architectural drawings, maps and historical records. 

Improved security 

During in-house scanning, paperwork is often moved around and stacked in temporary boxes or loose piles, which increases the chance of misplaced documents or unauthorised access. A professional provider keeps track of every movement with a clear chain of custody, so your documents stay safe and accounted for. Priority documents can also be scanned first, so you always have access to what you need.

FAQs

Document scanning can raise a lot of questions, especially if you’re new to the process. We’ve answered a few of the common ones below.

Are photocopiers suitable for bulk scanning?

Modern photocopiers and multifunction printers are useful for everyday office tasks, but they have their limits when it comes to large scanning projects. Using them for bulk scanning may also stop others from completing everyday tasks.

High production scanning equipment is built specifically for bulk scanning. It can process documents much faster than a standard photocopier, and detects quality issues early. 

With thousands of pages to get through, the difference in speed and accuracy becomes a key advantage.

What should I do with the original documents? 

Once documents have been digitised, your business needs to decide what happens next. There tends to be two outcomes; to securely store them, or confidentially destroy them. 

If you’re scanning in house, consider how these are going to be stored or how disposing of these records will be co-ordinated. 

Working with an accredited provider that offers both scanning, secure storage and confidential destruction can simplify the process and ensure documents are handled appropriately throughout their lifecycle.

Is outsourcing always the right answer?

Not necessarily. For small, occasional scanning tasks, an office photocopier can be a practical solution.

However, when projects become larger, involve sensitive information, or require significant staff time, it’s worth exploring whether specialist support could deliver better results, greater security and lower overall costs.

A smarter way to digitise your archive

For occasional scanning tasks, a photocopier remains a practical and convenient tool. 

However, when you’re dealing with large quantities of records, sensitive information or important archive materials, the process is often more complex than it first appears. 

Professional document scanning lets you digitise your records securely, without putting strain on company time and resources. It creates an organised, searchable archive while protecting sensitive information throughout the process.

If you’re planning a large digitisation project, it may be worth exploring whether a professional scanning service could turn around quicker, higher quality results. 

The team at Archive-Vault delivers a renowned professional, bulk scanning service that saves on company time and resources. The end result is a high quality, searchable record inventory you can rely on. Send an enquiry or give us a call on 01603 720722 today to speak to the team about how they can transform your archive.

The post The hidden cost of ‘We’ll just scan it ourselves’ appeared first on Archive Vault.

A growing threat to SMEs

In the UK, cybercrime is no longer just a problem for large corporations. Small and medium-sized enterprises (SMEs) are now among some of the most targeted organisations. Cyber criminals know SMEs often hold valuable commercial and personal data, and, like many growing businesses, may not always have the same level of dedicated in-house security resources or formal processes as larger organisations. Unfortunately, this can make SMEs an attractive and vulnerable target.

AI in the workplace

AI is a hot topic in many organisations and is becoming more accessible by the day. While it can save significant time and improve efficiency in your working day, using AI without a clear policy, governance, or staff training can expose your business to serious risks, which is often unintentional. 

Employees may use AI tools as part of their day-to-day work to save time, generate ideas, or improve documents. However, many people don’t realise that entering data into open AI platforms is no different to posting it on a social media platform. This information may be stored, reused or cited in future prompts to anyone, anywhere in the world. 

Sometimes employees input confidential company or personal data into AI tools without approval, often to save time and improve productivity. This is known as Shadow AI, and it creates data security, privacy and compliance risks for companies. 

Studies show that over one-third of employees admit to sharing sensitive work information with AI tools without permission, often without understanding the implications under UK GDPR.

Reducing AI-related risk through policies and training

Positively, many of these risks are preventable. Using company-approved AI-tools, providing clear and comprehensive staff training, and implementing well defined AI usage policies and processes can significantly reduce exposure. It is important for employees to understand not just how to use AI, but what not to share and why it matters. 

Document management in an AI driven world

Effective records management means understanding how information is created, stored, accessed, shared, scanned, retained, and ultimately disposed of, regardless of format. While electronic records require strong cyber controls, physical documents offer an additional layer of protection in a digital world. Managing both physical and digital records as part of a hybrid strategy helps businesses manage risk, maintain compliance, and respond more quickly and confidently when a security incident occurs. 

Digital document storage offers many advantages including improved operational efficiency,  reduced paper usage, and the ability for staff to work remotely. Features such as encryption,controlled access and audit trails can make digital systems highly secure when managed correctly.  

However, as cyber threats and AI-driven risks continue to evolve, relying solely on digital systems can leave businesses exposed if data is compromised, systems become inaccessible, or information is shared unintentionally.. Physical document storage still plays a fundamental role in business continuity,disaster recovery planning, providing a secure offline backup, and helping organisations maintain access to critical records when digital systems are down or disrupted.

Why a hybrid approach works best

Physical document storage remains one of the most secure ways to safeguard sensitive and confidential information. For many businesses, adopting a hybrid records management approach is the ideal solution. Documents that require constant access may be better stored digitally, however, it’s worth considering retaining a physical copy of any key and valuable information as a backup. Historical records, original documents like Wills and Deeds, and highly sensitive data are often best stored physically. This approach helps protect critical information from cyber threats while keeping document management efficient and compliant.

Securing digital and physical records

For digital records, it’s essential to ensure your IT security measures are robust, and to understand what protections can be put in place to prevent cybercrime. Regular audits and testing your business continuity plan can also provide reassurance not only to you and your organisation, but your clients too. 

For your physical records, partnering with a reputable records management company is imperative to the safety of your records. At Archive-Vault, we hold two ISO accreditations, have completed the NHS Data Security and Protection Toolkit, and have recently achieved Cyber Essentials certification. This gives our clients complete peace of mind that their records are stored securely and compliantly.

Protecting what matters most to you, and your clients

We live in a world where cyber criminals can hack into the most sophisticated IT systems. A hybrid approach to records management offers the best of both worlds, combining security with efficiency. While digital records improve accessibility, storing critical documents in physical form adds an extra layer of protection by keeping them out of reach of hackers.Contact Archive-Vault today to find out how we can support your records management and data protection strategy. Send us an online enquiry, call 01603 720722, or email us at info@archive-vault.co.uk.

The post Protecting your data against AI risks and cyber attacks appeared first on Archive Vault.

In an age where data is one of an organisation’s most valuable assets, protecting it is no longer optional – it is essential.

What is Data Protection Day?

Data Protection Day marks the anniversary of the signing of Convention 108 in 1981, the first legally binding international treaty focused on data protection and privacy. Today, it is recognised globally as an opportunity to raise awareness about data privacy, individual rights, and best practice when managing information.

In the UK, Data Protection Day closely aligns with the principles of the UK GDPR and the Data Protection Act 2018, both of which set clear expectations for how organisations collect, store, process, and dispose of personal data.

Why Data Protection is so important

Almost every organisation handles sensitive information on a daily basis, from employee records and customer details to financial documents and contracts. In the last year there have been numerous high profile cyber-attacks which have significantly impacted the business, and their customers and supply chains. When sensitive information is not managed securely, the consequences can be severe.

Some key facts worth considering:

• Human error remains one of the leading causes of data breaches, particularly when paper records are misfiled, lost, or improperly disposed of.
• Data breaches can result in significant financial penalties, reputational damage, and loss of customer trust.
• The Information Commissioner’s Office (ICO) has the power to issue fines of up to £17.5 million or 4% of annual global turnover for serious data protection failings.

Beyond regulatory penalties, poor data protection practices can disrupt business operations, damage long-standing relationships, and undermine confidence in your organisation.

Secure Document Management

While much of the conversation around data protection focuses on digital systems, physical documents still pose a significant risk if not managed correctly. Paper records can be easily accessed, misplaced, or damaged if they are stored insecurely or kept for longer than necessary.

Effective data protection means:

• Knowing what information you hold, and where it is stored
• Restricting access to sensitive documents
• Retaining records only for as long as required
• Ensuring confidential information is securely destroyed at the end of its lifecycle

A structured approach to document storage and scanning can play a vital role in supporting compliance and reducing risk.

How Archive‑Vault can help

At Archive‑Vault, we support organisations across the UK with secure document storage and professional scanning solutions designed to help improve data protection and compliance.

Our services help you:

• Maintain high security measures by storing physical records in secure, access‑controlled facilities
• Reduce on‑site risk and free up valuable office space
• Digitise documents through professional scanning, making information easier to manage and protect
• Maintain clear audit trails and retention schedules

This Data Protection Day, it’s a good time to review how your information is stored and whether your current processes are truly supporting compliance.

If you would like to find out how Archive‑Vault can help safeguard your data and simplify your document management, our team would be happy to help. Contact us on 01603 720722 or email info@archive-vault.co.uk

The post Data Protection Day – Why it matters to your business appeared first on Archive Vault.

If you’re responsible for records management, you may be considering whether to handle this internally or outsource to a scanning specialist. Below is a comprehensive comparison to help you decide the right solution for your business.

Staffing

In-house scanning:
Using existing staff can avoid the need for additional costs and leverage their knowledge of your business processes. However, consider whether they have the time, training, and technical expertise to complete the project efficiently without impacting their core responsibilities.

Outsourcing:
Partnering with a professional scanning service saves time and ensures quality. At Archive-Vault, we manage the entire process, allowing your team to focus on their primary roles. Our dedicated and vetted scanning team are fully trained to operate our high production scanning equipment.

Data security

In-house scanning:
Keeping data onsite minimises external sharing, and familiarity with the data can also be an advantage. Consider who you have assigned to this task, what confidential records they have access to, and their surroundings whilst scanning.

Outsourcing:
Working with an ISO-certified partner like Archive-Vault strengthens your compliance with Data Protection Regulations. Our vetted team operates under strict confidentiality protocols in a secure, access-controlled area, ensuring your sensitive data is safeguarded at every stage of the scanning process. 

Equipment

In-house scanning::
Multifunction printers and copiers are not designed to scan a high volume of documents, therefore large projects may require big investments in scanning hardware and software, plus ongoing maintenance.

Outsourcing:
Outsourcing eliminates equipment costs and provides access to advanced services such as large-format scanning and scan-on-demand. At Archive-Vault, our state-of-the-art equipment and professional document capture software is regularly serviced and updated to manufacturers guidelines.

Space

In-house scanning:
Adequate space is essential for document preparation, ideally you need a dedicated, secure area or room for the duration of the project. A spare desk in an open office is not suitable.

Outsourcing:
We carry out all preparation, scanning and quality control within a dedicated scanning room. Our department has secure electronic access and 24/7 CCTV to ensure the confidentiality of your records throughout the process.

Indexing & quality control

In-house scanning:
Effective indexing and quality control depends on the strength of your internal processes and staff expertise. Don’t underestimate the importance of indexing and quality control. A precise final check is critical as once documents are destroyed, there is no way to recover the hard copy.

Outsourcing:
Using purpose built equipment as opposed to a photocopier ensures every scan is accurate, searchable and high quality. Each document is meticulously prepared for scanning and our diligent quality control ensures every page is scanned to the highest quality. Using OCR technology, we create a structured, searchable digital archive tailored to your referencing requirements, ensuring consistency and quick and easy access.

Costs

In-house scanning:
While in-house scanning can appear cost-effective, consider hidden expenses such as staff time, training, and equipment. It is also important to factor in any potential non-financial costs such as loss of data and confidentiality breaches.

Outsourcing:
Although outsourcing is a direct cost, it can be seen as an investment in your records management process which allows your staff to focus on other projects. Our flexible pricing models, including monthly “scan-as-you-go” plans, helping businesses spread the costs and avoid large upfront investments.

Outsource your scanning to Archive-Vault
Outsourcing to Archive-Vault guarantees professional, secure, and timely scanning services. We work with clients across a wide range of sectors including healthcare, legal, education, and construction.

If scanning in-house is costing you more than you think, get in touch to discuss your records management requirements.

The post Scanning in-house vs. outsourcing: which is right for your business? appeared first on Archive Vault.