How to Prepare a Large Office for Scanning: A Step-by-Step Plan

By: USA IMAGING, Inc.

When your office is overflowing with filing cabinets, bankers boxes, or off-site records, scanning everything can feel overwhelming. But with the right preparation, even massive digitization projects can run smoothly—saving you time, space, and future headaches.

Whether you're a law firm, medical practice, government agency, or corporate office, here’s how to prepare your files, team, and timeline for a successful scanning project.

📦 Step 1: Know What You Have

Before a single file is packed:

• Walk through every department and take inventory

• Estimate how many boxes, filing cabinets, or drawers will be scanned

• Identify file types: HR records, client files, financial docs, contracts, etc.

• Separate active vs. inactive files—do you need it for daily use or just for archive?

We can help with this step by offering a pre-scan site assessment to evaluate your volume and provide a quote.

🗂️ Step 2: Organize Before You Scan

Good prep = smooth scanning. Organize your files before boxing them:

• Remove staples, paper clips, and sticky notes (we can help if needed)

• Group files by category, year, department, or client

• Label folders clearly so we can scan in order

• Use index cards or cover sheets to mark sections (e.g., “2023 Invoices”)

This reduces scan errors, rescans, and time spent digging later.

🧳 Step 3: Pack Smart

• Use sturdy bankers boxes or file storage boxes

• Don’t overfill—no more than 35–40 lbs per box

• Label each box with:

  • Project or department name

  • Date range or file type

  • Priority status (see next step)

Pro tip: Create a box log spreadsheet with matching labels so you can track what’s been scanned and what hasn’t.

🚦 Step 4: Prioritize What’s Needed First

Do some files need to be digitized ASAP?

• Mark urgent boxes that need to be processed first

• We can scan in phases—starting with your most critical files

• Ask about rush scanning or on-demand retrieval options during the project

🗣️ Step 5: Communicate with Your Team

Let your staff know:

• Which files will be scanned and when

• Where to store files temporarily

• How to request a file if it’s being scanned

• Who the point-of-contact is for questions

We’re happy to coordinate directly with your team or IT department to make access seamless during and after scanning.

📁 Step 6: Decide on File Structure and Format

Before scanning, we’ll work with you to choose:

• File format: PDF, TIFF, searchable PDF with OCR

• Folder structure: Department/Year/Client, etc.

• File naming: Invoice_2023_ABCCompany.pdf or similar

• Delivery method: Encrypted drive, SFTP upload, or cloud portal

The better the plan, the easier it is to use your digital files from day one.

🧾 USA Imaging Makes It Easy

We’ve helped large offices scan:

• 500+ boxes of legal files

• Decades of HR and financial records

• Entire building archives and file rooms

Our team handles pickup, prep, scanning, indexing, and secure delivery—so you can focus on your work, not your paperwork.

📞 Ready to Digitize Your Office?

The best time to start scanning was yesterday. The second best time is today.

Let’s simplify your records and future-proof your organization.

Call USA Imaging at (858) 513-6565
Email: [email protected]
or Request a Quote and we’ll guide you step-by-step.