Case Study: Digitizing Records for Bethel University’s San Diego Campus Closure

Case Study: Digitizing Records for Bethel University’s San Diego Campus Closure

When Bethel University decided to close its San Diego campus, they faced a major challenge: what to do with years of physical paper records containing student files, administrative documents, and financial records. Since they did not want to transport the boxes to another state, they turned to us for a secure, efficient, and cost-effective digitization solution.

The Challenge:

📌 Large volumes of paper records needed to be securely digitized before the campus closure.
📌 Avoid the cost and hassle of transporting physical boxes to another location.
📌 Ensure secure handling of sensitive documents while transitioning to digital.
📌 Properly dispose of documents after verification to maintain compliance.

Our Solution:

✅ Secure Off-Site Scanning – We carefully transported all document boxes to our secure scanning facility, ensuring proper chain-of-custody tracking.
✅ High-Quality Digitization – Every record was scanned into fully searchable PDF format, making retrieval easy.
✅ Efficient File Indexing – Documents were categorized and labeled for quick digital access.
✅ Final Verification & Quality Check – The university reviewed and confirmed all digital files before disposal.
✅ Certified Document Shredding – After scanning, all physical records were securely shredded, ensuring compliance and safe disposal.

The Results:

📌 No Need for Costly Transportation – Bethel University avoided the time and expense of moving boxes across states.
📌 Instant Access to Records – All documents were converted into searchable PDF files, allowing for quick retrieval when needed.
📌 Secure & Compliant Disposal – Shredding ensured that sensitive information was permanently destroyed after verification.
📌 A Seamless Transition – The university was extremely happy with our approach, service, and results, making their closure process smoother.

Final Thoughts

By digitizing their records, Bethel University streamlined their campus closure while ensuring secure, organized, and accessible records for the future.

📌 Is your business or institution facing a similar challenge? Let us help you transition to digital records today!