Why the digitisation of records matters more now than ever
Step into the majority of offices throughout the UK and you will still discover cabinets, record rooms, and shelves lined with box files. It is a familiar sight, yet one that now feels outdated compared to how we work today. We work in a digital-first environment where collaboration is typically undertaken at a distance, data is transferred from one system to another in seconds, and compliance requirements are higher than ever before. In such a scenario, record digitisation is not a nice-to-have but a must.
This isn’t about going “paperless” for the sake of it. It’s about creating smarter, simpler approaches to working that save time, reduce hassle, and free up your information, placing it where it really belongs. If you’re a council managing decades of records, a school protecting sensitive student data, or even an NHS Trust handling patient data, the message is unequivocal: digital moves you forward, not backwards.
Digitisation also answers some of the everyday challenges organisations face: how do you stay compliant since regulations keep evolving? How do you secure confidential data and, at the same time, make it easy to share with the right people? And how can employees get instant, reliable access to the data they need without rummaging through stacks of boxes?
Let’s break it down step by step with a look at why digitisation is important, which types of records are most worth prioritising, and how you can do that in a compliant, effective, and future-proof manner.
Digitising paper records for better access and compliance
If there’s one universal problem that every organisation grapples with, it’s the mountain of paper. Post, bills, contracts, HR documents – most firms still have decades of these hanging around in their warehouses. The catch is, paper isn’t designed for the stresses of today’s compliance.
For starters, it’s fragile. Fire, flood, theft, or simple careless filing can cause important records to disappear. There are also GDPR and industry-specific regulations that require organisations to show that they understand what data they hold, where it’s located, and who is entitled to view it. That’s nigh on impossible to guarantee with paper records.
By scanning paper records into digital files, you flip that problem into a resource. Electronic data can be labelled, indexed, and placed in secure repositories. They can be retrieved in seconds with a keyword search, instead of hours in a record room. And with sound audit trails, compliance officers and auditors get full visibility of all that was done with that information.
The productivity gains are also considerable. Think of all the time lost every week by staff looking for the right folder or waiting for another member of staff to e-mail over a scanned document. Digitisation not only tidies things up, but it’s also proven to boost productivity and morale, especially when you consider that employees lose nearly 20 working days a year just searching for information (McKinsey)
Digitising safeguarding records, keeping sensitive data secure
Safeguarding is of paramount importance to schools, local councils, charities and health services, and this includes protecting sensitive information. Despite this, many are relying on paper files that could be misplaced, damaged, or even accessed by the wrong hands.
By digitising safeguarding records, you introduce a level of security and accountability that is beyond paper. Files can be encrypted with access tightly controlled and logged for a clear audit trail. Information can be quickly distributed to the appropriate individuals without compromising confidentiality. And most importantly, you give a single version of the truth, no longer duplicated copies floating around different departments.
For schools in particular, digitisation translates into peace of mind. Headteachers can demonstrate that their record-keeping is Ofsted compliant, while teachers can spend less time worrying about paperwork.
Digitisation of land records, unlocking transparency and efficiency
Councils and local governments have decades’ worth of records on property, planning and land ownership. These are vital but usually scattered across departments or stuck in dusty filing rooms. It slows everything down, whether it’s applications for planning, disagreements, or transferring land ownership, leading to frustration amongst staff and members of the public.
Digitisation of land records brings back these archives. With the offering of a central, digital repository, councils can respond to requests faster, facilitate better decision-making, and reduce administrative burdens on extended teams.
Digitisation also promotes transparency. Members of the public and businesspeople can be given secure digital access to the data that they need, rather than having to spend weeks for a person to unearth files by hand. And for the councils themselves, digitisation removes the risk of missing or lost documents, which can cause severe problems if challenged in court.
For those who have long-term custodianship of land and housing, digitisation is a reachable measure for building public confidence.
Digitisation of medical records, improving patient care
NHS and private healthcare providers must contend with one of the most difficult data issues of all: medical data. Patient notes, test results, images, referrals, and healthcare generate a vast quantity of paper every single day. Even though many Trusts have moved over to electronic systems, paper records endure in the majority of hospitals and GP surgeries.
The case for digitising patient records is compelling. It would allow clinicians to read a complete history of a patient with the touch of a button. It also removes the potential for missing or incomplete records that can directly impact patient care. Finally, digitisation simplifies handovers between departments and care settings, enabling broader NHS goals of integrated care and efficiency.
Then there’s the compliance aspect. With data protection legislation and clinical governance to keep up with, keeping records in paper format is increasingly unfeasible. Digitisation preserves confidentiality while maintaining access to information as and when needed.
And the benefits do not have to be reserved for large hospitals. Small clinics and surgeries can benefit significantly in terms of saving time and enhancing patient experience by freeing themselves from filing cabinets.
How to successfully digitise paper and physical records
An audit will give you the information you need to prioritise records. What are you holding? What do you need to comply with, and what is desirable?
You do not have to digitise everything at once. Some organisations begin with high-risk or high-value documents, such as safeguarding records or health records. Others start with the most frequently used documents.
Different records call for different processes. For example, when scanning paper records like bound volumes or fragile heritage materials, you may need to employ special handling and scanning processes. Bulk scanning is more appropriate for large quantities of standard office documents.
Scanning is only part of the solution. To really reap the benefits, you’ll want your digitised files integrated into everyday processes. Using digital workflows ensures information moves smoothly through approvals, compliance checks, and reporting.
Digital doesn’t mean risk-free. Hosting needs to be secure, with robust encryption and permissions in place. That’s why many organisations rely on trusted partners like Restore Information Management to provide secure and compliant electronic repositories. By being systematic, you can ensure your digitisation project delivers lasting value, not a new layer of complexity.
Common mistakes when digitising records
○ Digitising without a plan: Wholesale scanning without a clear plan or sense of prioritisation could create huge digital repositories with questionable value.
○ Poor indexing: In the absence of correct tagging, finding files electronically is as challenging as searching through a paper file.
○ Cutting corners on quality: Low-quality scanning will make documents unreadable, especially for older or confidential documents. Always require professional-grade processes.
○ Forgetting the human factor: Employees require training and assistance to adjust to new computer systems. Without acceptance, rollout can be slow.
Why partner with Restore Information Management for scanning and hosting
This is where Restore Information Management comes in strong. For the last 30 years, we’ve worked with organisations across the UK to store, scan, and archive their most valuable information.
No matter if you need to digitise documents in bulk from paper, handle sensitive archives, or create a safe digital environment for your teams to collaborate within, Restore Information Management can offer a tailored solution. Our scanning centres are some of the largest in the country and are designed to handle projects of any size. And after your documents are digitised, they can be safely stored in highly secure platforms that comply with all relevant regulations.
Most significant is that Restore Information Management doesn’t stop there with scanning. We allow you to build intelligent digital processes so your data can drive your business, whether that’s speeding up approval for invoices, keeping audit trails for regulatory purposes, or making team collaboration run smoothly.
It’s not convenience alone. It’s future-proofing. By working with an organisation that understands the subtleties of data security, compliance, and managing mass records, your organisation is future-ready.
Keeping your eye on the horizon
So, which records should you tackle first? The answer varies by industry, but the principles are the same:
- Start with the most mission-critical records for compliance (e.g. safeguarding, HR, financial).
- Move on to the files that will have the most direct impact on service provision (e.g. planning applications, medical records).
- Look ahead to long-term records (e.g. land registration, historic papers) that carry public significance.
By choosing a trusted partner like Restore Information Management, you can safely, efficiently, and with complete peace of mind digitise physical documents. From scanning to secure hosting, from everyday files to the most sensitive archives, we let you unlock the true value of your information. Contact us to begin your digitisation journey today.
Most significant is that Restore Information Management doesn’t stop there with scanning. We allow you to build intelligent digital processes so your data can drive your business, whether that’s speeding up approval for invoices, keeping audit trails for regulatory purposes, or making team collaboration run smoothly.
It’s not convenience alone. It’s future-proofing. By working with an organisation that understands the subtleties of data security, compliance, and managing mass records, your organisation is future-ready.
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