Why Scanning Filing Cabinets Is a Smart Move for Your Business

Filing cabinets have stored office documents for decades. However, as businesses grow and workflows become digital, physical cabinets slow operations, occupy valuable space, and increase security risks. Therefore, scanning filing cabinets has become essential for modern offices. Moreover, it boosts efficiency, improves accessibility, and strengthens data security.

Top Benefits of Filing Cabinet Scanning

Instant File Access – Searching through rows of cabinets wastes time. By scanning your files, teams locate exactly what they need within seconds.
Reclaim Office Space – Cabinets occupy valuable floor space. Digitising them frees room for collaborative areas, additional desks, or meeting spaces.
Enhanced Security – Physical files face risks from theft, fire, or water damage. Digital records remain encrypted, backed up, and GDPR-compliant.
Compliance & Legal Safety – Scanned files meet ISO 9001:2015 and BS 10008 standards, providing legal and regulatory assurance.
Support Remote Work – With searchable digital files, staff access documents from home or while on the move.

Consequently, scanning filing cabinets transforms offices into agile, modern workspaces. Furthermore, it accelerates decision-making and improves overall productivity.

How Filing Cabinet Scanning Works

At Data Solutions Group, we deliver a secure, efficient, and straightforward process:

Collection – Our team transports cabinets or files securely to our facility.
Preparation – We remove staples, clips, and bindings to enable smooth scanning.
Scanning & OCR – Our scanners digitise files in colour or black & white, adding searchable text.
Indexing – We organise files according to your specifications.
Secure Delivery – We deliver encrypted files via cloud portal or secure media.
Optional Shredding – You may have original documents safely destroyed, with full certification.

As a result, files become fully digital, searchable, and easy to access. Additionally, your staff can track progress and retrieve documents instantly.

Who Should Consider Filing Cabinet Scanning?

Law Firms & Accountants – Archive client files efficiently and retrieve them instantly.
Healthcare Providers – Digitise patient records safely and securely.
Schools & Universities – Preserve student and staff records without clutter.
Local Authorities – Convert housing, planning, and HR files for easier management.
Corporate Offices – Improve workflows, reduce storage costs, and increase office efficiency.

Ultimately, any organisation with paper archives benefits from scanning filing cabinets. Moreover, it saves time, improves security, and supports flexible working.

❓ Frequently Asked Questions

1. What is filing cabinet scanning?

Filing cabinet scanning converts physical documents into searchable digital records. As a result, your team accesses files quickly, reduces storage costs, and works more efficiently.

2. How much does filing cabinet scanning cost?

Costs vary depending on volume, document type, and indexing requirements. Typically, scanning a standard banker’s box or filing cabinet costs £70–£100 per box. However, a site visit provides a precise quote. Additionally, we customise services to suit both small and large projects.

3. How secure is the process?

We prioritise security. Our ISO 9001:2015-certified facility features:

24/7 monitored CCTV
Secure access control
GDPR-compliant handling
Optional certified shredding

Consequently, your documents remain safe at every stage. Furthermore, our trained staff follow strict confidentiality protocols.

4. Can you scan large or specialised documents?

Yes! We handle:

Standard A4 to A0 documents
Technical drawings, blueprints, and plans
Fragile materials such as acetate or linen
Invoices, HR files, and contracts

Moreover, we customise the process to protect every document during scanning. Specifically, sensitive or delicate files receive extra care to prevent damage.

5. How long does it take?

Time depends on number of cabinets and document types. Small projects take a few days, while larger archives may take several weeks. However, we provide a project timeline upfront and coordinate collections, scanning, and delivery to maximise efficiency.

6. How will I access my files?

Files arrive via:

Encrypted cloud portal
Secure electronic transfer
Encrypted USB or other media

Additionally, OCR and indexing let you search by keyword, date, or reference number. Clearly, this saves hours of manual searching every week.

7. Can the originals be destroyed?

Yes. We offer optional certified shredding according to BS EN 15713 standards. Alternatively, you may securely return the original documents. Consequently, compliance and data security remain intact.

8. Why digitise filing cabinets now?

Digitising filing cabinets saves space, improves efficiency, and protects records. Moreover, it supports remote working, ensures compliance, and future-proofs your organisation. Ultimately, scanning filing cabinets is a smart, proactive step for any modern business.

📞 Get Started with Filing Cabinet Scanning

If your office is full of filing cabinets, Data Solutions Group helps you go digital efficiently and securely.

📞 Call 01625 400250 or complete our online form to get started today.

Data Solutions Group – Secure. Compliant. Trusted by Organisations Across the UK.