Migration Planning: From Paper to Laserfiche

The two migration strategies

Every paper-to-Laserfiche project picks one of two strategies: 'big bang' backfile conversion (scan everything up front), or 'day-forward + on-demand' (scan today's mail starting day one, retrieve older files only when requested).

Phase 1: discovery and inventory

• Cabinet-by-cabinet inventory with rough page counts
• Document-class taxonomy (top 10 classes drive 90% of volume)
• Retention schedule cross-reference — never digitize records eligible for destruction
• Identify exception documents: oversize, bound, fragile, multi-part forms

Phase 2: prep and pilot

• Pilot one department for 30 days end-to-end
• Refine taxonomy based on pilot exceptions
• Lock metadata templates before scaling

Phase 3: production scanning

• On-site or off-site? On-site if records cannot leave the building (HIPAA, legal hold).
• Two-pass QC on every batch
• OCR + classification routing into Laserfiche

Phase 4: workflow and decommission

• Build first workflow before old paper systems are retired
• Parallel-run for 2–4 weeks before cutover

• Certified destruction with full chain of custody

Frequently asked questions

How do I convert paper documents to digital?

Scan them on a document scanner to create searchable PDFs, index them by your key fields, then load them into a document system like Laserfiche. For a back-file, a production service handles preparation, scanning, indexing, and quality control at volume.

How do I digitize all of my paper files?

Start with an inventory and a retention review (don't scan what you can legally destroy), prioritize active and at-risk records, then convert in waves with consistent indexing. Reynolds plans and runs paper-to-Laserfiche migrations end to end.

How much does it cost to digitize paper files?

Cost is driven by volume, document condition, preparation, and indexing depth, priced per image plus prep. Confirming retention first avoids paying to digitize records you can legally destroy. Reynolds quotes per project after a sample.

Can you turn a scanned paper into a searchable PDF?

Yes. OCR (optical character recognition) makes scanned images full-text searchable, and PDF/A is the archival PDF format used for long-term and government records.

What are the disadvantages of digitizing?

The main ones are upfront cost and effort, the need for accurate indexing (a digital file you can't find is no better than a lost one), and governance — access controls and retention must be configured. A planned migration addresses each.

Should I keep the paper after scanning?

It depends on the record. Some legal or permanent records must be kept in original form or to a specific standard; others can be securely destroyed once digitized and verified. Confirm against the retention schedule first.