When organisations look at rooms or warehouses full of archived documents, the question often arises: is it really worth digitising all these legacy records? The answer isn’t as simple as “yes” or “no.” Instead, it requires a clear-headed assessment of costs, retention rules, and the practical benefits of going digital.
The Real Cost of Storing Legacy Records
Physical document storage—whether onsite in your own offices or warehouses, or offsite with a third-party provider—has long been the default for many businesses. But the costs add up in more ways than one. There are the obvious storage fees—often charged per box, per month—but also additional expenses such as retrieval costs, risk of lost or damaged files, and the space consumed by records that may no longer be needed.
A common pitfall is paying to store documents that are near the end of their required retention period. For example, if a file is due to be destroyed in a year, does it make sense to scan it now? Often, the answer is no.
Should You Scan Everything? Why Selectivity Matters
Digitising records brings many benefits: easier access, reduced risk of loss, and better compliance. However, scanning every single document in your archive can be costly and unnecessary. A smarter approach is to audit your archive and use your retention schedule as a guide.
- Scan what you’ll need: Focus on records with several years left on their retention clock, or those you frequently retrieve.
- Store what’s expiring soon: If a document is due for destruction next year, keep it in storage until then, and avoid scanning costs.
- Shred what’s no longer needed: Regularly review your archive to securely destroy records that have reached the end of their lifecycle.
The Scan to Zero Model: Managing Cost and Complexity
One challenge with digitisation projects is the upfront investment. Large, one-off scanning projects can be daunting, both financially and logistically. That’s where a “scan to zero” approach offers a practical alternative.
At Chaffinch, our Scan to Zero service allows you to digitise your archive gradually, paying a fixed monthly fee that covers collection, analysis, scanning, secure storage, and eventual destruction.
Your paper records are stored securely in our warehouse during the scanning process, and your digital files are uploaded to our enterprise-grade cloud platform, Aviary, for secure, convenient access. This spreads costs over time and ensures you’re only paying for what you actually need. Importantly, it ties scanning decisions to retention schedules, so you’re not digitising boxes that will soon be shredded.
If you need a file before it’s scanned, we can quickly retrieve and digitise it for you. Our service is fully accredited and trusted by over 1,000 customers.
Beyond the Numbers: Practical Benefits
- Improved Access: Digital records can be retrieved in seconds, rather than days.
- Reduced Risk: Less paper means less risk of loss, damage, or data breach.
- Compliance Made Simpler: Automated retention and destruction schedules are easier to enforce in a digital environment.
- Space Savings: Free up office or warehouse space for more productive uses.
Making the Decision: Is It Worth It for Your Business?
Ask yourself:
- What proportion of your archive is approaching expiry?
- How often do you need to retrieve archived documents?
- What is your current spend on storage, retrieval, and compliance?
- Are there regulatory or efficiency drivers for digitisation?
A clear audit of your records and a phased, policy-driven approach will help you make the right investment—digitising what adds value, storing or shredding the rest.
If you’re considering digitising your legacy records, remember: it’s not all or nothing. With careful planning and a tailored approach, you can maximise value and minimise waste—setting your business on the path to a more accessible, efficient, and compliant future.