Should I scan my existing archive or just scan new documents going forward?

Start with day-forward scanning to stop the paper backlog growing. Then address the existing archive in phases — scan frequently accessed records first, use scan-on-demand for occasional access, and consider whether rarely accessed records with short remaining retention are worth scanning at all.

How much does it cost to scan an old archive versus new documents?

Day-forward scanning of new documents costs very little — a desktop scanner and staff time for a few pages daily. Backfile scanning of existing archives costs 10-15p per page (£25,000-£37,500 per 100 boxes). A phased approach — day-forward first, then priority backfile and scan-on-demand — spreads the cost while delivering immediate benefits.

Scanning Old Archives vs Day-Forward Scanning

When a business decides to go digital, there are two distinct challenges: what to do with the backlog of existing paper (backfile scanning), and how to handle new documents going forward (day-forward scanning). These are fundamentally different projects with different costs, timelines and priorities — and most businesses should tackle them separately.

Day-Forward Scanning

Day-forward scanning means digitising documents as they arrive or are created — today’s post, this week’s invoices, new contracts as they are signed. The goal is to stop the paper archive from growing while you decide what to do with the existing backlog.

Advantages:

Immediate benefit — new documents are digital from day one
Low cost — small daily volumes can be handled with a desktop scanner
Easy to implement — no large project to plan or budget for
Prevents the backlog from growing while you tackle it separately
Staff learn digital workflows on new documents before dealing with historic records

Day-forward scanning is almost always the right first step. It stops the problem getting bigger and creates an immediate improvement in how new records are handled.

Backfile Scanning

Backfile scanning means digitising your existing archive — the boxes in storage, the filing cabinets in the office, the records accumulated over years or decades. This is a larger, more complex and more expensive undertaking.

Challenges:

Volume can be enormous — hundreds of thousands or millions of pages
Document condition varies — older records may be stapled, folded, fragile or poorly organised
Cost is significant — a 500-box archive might cost £75,000-£150,000 to scan
The project takes time — weeks or months depending on volume
Disruption — documents need to be collected, processed and returned

The Practical Approach

Rather than choosing one or the other, most businesses benefit from a phased strategy:

Step 1 — Day-forward scanning: Start immediately. Scan all new documents as they arrive. This is quick to implement and low cost
Step 2 — Priority backfile scanning: Identify the most frequently accessed records in your archive and scan those first. These deliver the most immediate value
Step 3 — Scan-on-demand: For the remaining archive, use scan-on-demand — records stay physical until someone requests them, then the provider scans and emails the document. Over time, the most-needed records get digitised naturally
Step 4 — Bulk backfile scanning (optional): If budget and business case allow, scan the remaining archive in planned batches

Cost Comparison

For a business with 200 archive boxes generating 5 new boxes per year:

Day-forward only: A desktop scanner (£300-£500) plus staff time. Annual cost: minimal
Full backfile scanning: 200 boxes × 2,500 pages × 10-15p per page = £50,000-£75,000 one-time
Priority backfile + scan-on-demand: Scan 30 most-accessed boxes (£7,500-£11,250) plus £5-£15 per scan-on-demand request

Get a Free Quote

Every project is different, so the best way to understand your options is to get in touch with our team. We provide clear, no-obligation advice — usually within the same day.

Call us on 01691 650355 or use the form below.