Document Scanning Before an Office Move: A Week-by-Week Project Plan

Is it better to move hundreds of boxes and filing cabinets to a new office, or digitize the records before the relocation? Many organizations begin this decision by asking,

“Should I digitize records before moving office?” and “Is it cheaper to scan documents or move them?” – especially when evaluating the costs, risks, and disruptions of transporting large paper archives versus converting them into searchable digital files.

For teams planning a relocation, another common concern is “What is included in an office relocation checklist?”

In practice, an effective office move scanning checklist extends beyond logistics. It includes record inventory, document classification, bulk scanning, OCR, indexing, quality control, secure transportation, chain of custody, digital delivery, and approved disposition of the source files.

It also addresses operational questions such as “How do you prepare files for document scanning?” and “What happens to paper records after digitization?” to ensure that physical and digital records are managed consistently throughout the transition.

For federal records specifically, the National Archives’ digitization guidance treats digitization as a controlled records-management process involving quality management, metadata, electronic-record requirements, and documented disposition rather than simply converting paper into images.

This reinforces the importance of structured planning and compliance when deciding how records are handled during an office move.

Finally, organizations must also consider governance and security concerns. Planning these decisions before movers begin packing ensures that record owners, IT teams, department managers, and the document scanning vendor share a clear project scope.

The first step is identifying exactly which records, departments, storage locations, and restrictions will be affected by the move.

Should You Digitize Records Before an Office Move?

In many office relocations, records that are still required but do not need to remain in paper form are good candidates for digitization before the move. Doing so can reduce the number of boxes and filing cabinets transported, make authorized records available during the transition, and prevent the same paper backlog from being recreated in the new office.

The decision should not be “scan everything.” Each record group should be assigned to one of three controlled outcomes:

• Digitize: The record must be retained and an approved digital version will meet the organization’s operational and records-management requirements.
• Retain physically: The original must remain in paper form because of legal, evidentiary, preservation, or business requirements.
• Destroy when authorized: The retention period has expired, no legal hold applies, and an authorized records owner has approved secure disposition.

The scanning schedule should work backward from the date employees need dependable access to the digital archive—not merely from the day the moving truck arrives.

Office Move Document Scanning Timeline at a Glance

Timing	Primary Decision	Required Output
6 weeks before	What records exist and who owns them?	High-level records inventory and named project owner
5 weeks before	What is authorized for scanning?	Approved release list and exception list
4 weeks before	What must the digital archive contain?	File, OCR, naming, indexing, metadata, and repository specification
3 weeks before	How will records be moved securely?	Staging plan, pickup schedule, and chain-of-custody procedure
2 weeks before	Does the proposed workflow work?	Approved representative sample and correction log
1 week before	Is the project ready to execute?	Frozen scope, confirmed contacts, handoff schedule, and acceptance plan
During production	How will active records remain available?	Scan-on-demand or urgent-retrieval procedure
After delivery	Can the digital records be accepted?	Acceptance record and authorized return, retention, or destruction decision

Planning note: Six weeks can support a defined project, but large, disorganized, restricted, or multi-department collections may require a longer lead time. Begin the inventory and vendor feasibility review as soon as the move date is known.

6 Weeks Before the Move: Identify the Affected Records

Objective

Establish a complete physical and organizational map of all records that may be impacted by the office move.

Step 1: Identify All Record Locations

Create a structured list of every storage point, including:

• File rooms
• Cabinet banks
• Boxed archives
• Departmental storage areas
• Off-site storage facilities

Step 2: Capture Ownership and Access Rules

For each location, document:

• Responsible department or business unit
• Record series or general content type
• Access restrictions (if any)
• Sensitivity level (if applicable)

Step 3: Build a High-Level Inventory (Not Folder-Level Indexing)

The goal is visibility, not page counting.

A useful inventory should describe groups of records, not individual folders or documents, focusing on record series, location, arrangement, volume, and access conditions rather than item-level detail.

Example Inventory Structure

Step 4: Assign a Project Owner

Designate a single internal coordinator responsible for:

• Consolidating inventory inputs
• Resolving departmental conflicts
• Maintaining version control of the inventory

Output of Week 6

By the end of this phase, the organization should clearly know:

• What paper records exist
• Where they are physically located
• Who owns them
• Who has authority over them

This inventory becomes the control boundary for all future decisions—especially determining what is eligible for digitization.

Who Should Be Involved?

A document-scanning workstream normally needs participation from:

• A project owner who controls scope and timing
• Department record owners who identify the records and approve access
• A records manager or legal reviewer who confirms retention and disposition restrictions
• IT or information-security staff who approve storage, access, and delivery requirements
• A vendor project manager who controls pickup, production, exceptions, and reporting

Assign one person to each decision. A department may contribute information, but responsibility for approving scope, accepting output, and authorizing disposition should remain explicit.

5 Weeks Before the Move: Establish the Approved Scanning Scope

Objective

Convert the inventory into a controlled and authorized scanning list.

Step 1: Classify Each Record Group

Each record group must be assigned one of two statuses:

• ✅ Approved for digitization
• ⛔ Excluded (pending records-management decision)

Step 2: Create a Controlled Release List

The scanning provider must only work from an approved release list, not from physical access assumptions.

This ensures:

• No unauthorized scanning
• No accidental inclusion of restricted records
• Clear audit trail of decisions

Step 3: Understand Legal and Compliance Boundaries

Digitization does not automatically authorize destruction of paper originals.

Key considerations include:

• Retention schedules
• Legal hold requirements
• Regulatory obligations
• Internal governance policies

Vendor Requirement Checklist

Before production planning begins, confirm:

• Which record groups are approved
• Whether multiple departments are involved
• Whether special handling is required
• Who can approve scope changes

Key Outcome

By the end of Week 5:

• The scanning population is fully controlled
• The project is legally and operationally defined
• The vendor works from a fixed, approved scope

4 Weeks Before the Move: Define the Digital Output

Objective

Define what the final digital record system must look like before scanning begins.

Step 1: Define File Standards

Specify:

• File format (PDF, TIFF, etc.)
• OCR / full-text search requirements
• Image resolution standards
• File naming conventions

Step 2: Define Folder and Index Structure

Establish:

• Folder hierarchy (department → year → record type, etc.)
• Indexing fields (date, client, account, case number, etc.)
• Search structure requirements

Step 3: Define the Target Repository

Identify where digital files will live:

• Network drive
• Cloud storage
• Document management system (DMS)
• Enterprise content management (ECM) platform

Step 4: Define Metadata Requirements

Metadata ensures records retain context beyond the scanned image.

Include:

• Administrative metadata
• Descriptive metadata
• Technical metadata

Key Outcome

By the end of Week 4:

• A complete digital-output specification document exists
• The vendor can validate production against it
• The organization knows how records will be retrieved post-move

Define the Difference Between OCR, Indexing, and Metadata

• OCR converts text visible on scanned pages into machine-readable text so users can search within a document.
• Indexing associates a document with specific retrieval fields such as employee name, client number, invoice date, or case ID.
• Metadata preserves descriptive, administrative, and technical context about the record and the digitization process.
• File naming provides a human-readable identifier but should not be expected to carry every retrieval field.
• Repository permissions determine who can view, edit, export, or delete the delivered records.

This distinction prevents organizations from assuming that a searchable PDF automatically means the archive is correctly organized.

3 Weeks Before the Move: Plan Staging, Pickup & Chain of Custody

Objective

Establish a secure and traceable physical handling workflow for records entering scanning.

Step 1: Create a Secure Staging Area

Designate a controlled space for:

• Approved scanning batches
• Pre-collection preparation
• Temporary holding before pickup

Ensure separation from:

• Moving boxes
• Disposal materials
• General office relocation items

Step 2: Preserve Physical Identification

Maintain traceability by retaining:

• Box numbers
• Folder labels
• Department identifiers
• Batch grouping structure

Step 3: Define Chain of Custody

The scanning provider must document:

• Handoff process
• Transportation method
• Intake procedures
• Temporary storage handling
• Final return or disposition process

Minimum Chain-of-Custody Events

At minimum, the custody log should record:

• Batch or box identifier
• Originating department and location
• Person releasing the records
• Person or carrier receiving them
• Release and receipt timestamps
• Seal or container status, where used
• Arrival and production check-in
• Exceptions, missing items, or damaged containers
• Digital-delivery confirmation
• Final return, storage, or destruction authorization

Step 4: Plan for Phased Pickup (If Needed)

Large projects may require:

• Department-by-department pickup
• Priority-based sequencing
• Staggered transport schedules

Vendor Operational Checklist

Confirm:

• On-site vs off-site scanning
• Security and access restrictions
• Building access limitations
• Pickup scheduling constraints
• Departmental priority requirements
• Scan-on-demand needs (if applicable)

Key Outcome

By the end of Week 3:

Records movement is fully controlled

Custody chain is defined end-to-end

Logistics are separated from the office move

2 Weeks Before the Move: Validate a Representative Scanning Batch

Objective

Test the scanning workflow using a realistic sample set before full production begins.

Step 1: Build a Representative Sample

Include documents with variation such as:

• Mixed page sizes
• Stapled or attached documents
• Poor-quality originals
• Multi-page files
• Different document types and layouts

Step 2: Validate Output Quality

Check against Week 4 specifications:

• Completeness of scanned pages
• Correct page order
• Image clarity and readability
• OCR accuracy
• File naming consistency
• Metadata accuracy
• Folder structure alignment

Quality Validation Checklist

Define Acceptance Before Production

The representative sample should establish how the organization will decide whether the output is acceptable. The acceptance plan should identify:

• What constitutes a missing or incomplete document
• Whether blank pages are retained or intentionally removed
• How double-sided pages, attachments, and separator sheets are handled
• Which index fields are mandatory and which source controls each field
• How OCR usability will be tested
• How exceptions are reported and corrected
• Who can accept or reject the sample
• Whether corrected files replace or supplement the original delivery

Avoid using a universal OCR-accuracy target unless the testing method, sample, and document population are defined. Evaluate image quality, metadata quality, file-format conformity, and record completeness separately.

Step 3: Document Corrections

Record:

• Errors found
• Required adjustments
• Updated acceptance criteria

Key Outcome

By the end of Week 2:

• Workflow is validated
• Errors are identified early
• Full production risk is significantly reduced

1 Week Before the Move: Freeze the Project and Confirm Readiness

Objective

Lock all decisions and prepare for execution without further changes.

Step 1: Freeze Project Scope

• Lock:
• Approved scanning list
• Production specifications
• Batch priorities
• Exception lists

Step 2: Confirm Communication Channels

Assign:

• Internal project contacts
• Vendor escalation contacts
• Approval authorities

Step 3: Finalize Handoff Schedule

Confirm:

• Pickup dates
• Batch sequencing
• Department readiness
• Exception handling process

Step 4: Confirm Digital Delivery Readiness

Ensure:

• Storage system is ready
• Access permissions are configured
• Acceptance team is assigned
• Validation process is defined

Keep Active Records Available During Scanning

If employees may need a file while its box is being processed, define an urgent-retrieval procedure before pickup. The procedure should state:

• Who may request a record and how the requester will be authenticated
• The expected response method
• Whether a temporary scan or the completed digital file will be supplied
• How the access event will be recorded
• How requests involving restricted records will be escalated

Final Project Lock Summary

Key Outcome

By the end of Week 1:

• No further structural changes are allowed
• The scanning project is fully operationally defined
• The office move proceeds independently of the digitization workflow

What Happens to Paper Originals After Scanning?

Scanning does not itself authorize destruction. After the digital files have been delivered and accepted, the organization should assign each physical batch to an approved outcome:

• Return to the department
• Continue temporary or long-term physical storage
• Transfer to an archive or records center
• Securely destroy after written authorization

See also  What Is the EMR Mandate?

For federal records, destruction of source records depends on meeting applicable digitization requirements and having an authorized records schedule. For other organizations, the appropriate retention schedule, legal holds, contractual duties, and internal governance policy should control the decision.

Questions to Ask a Document Scanning Company Before the Move

Once your internal plan is clear, use the first vendor conversation to confirm whether the provider can actually support the collection, deadline, and operating requirements.

For organizations downsizing or relocating, this is often where practical questions surface:

• Do we need to inventory everything ourselves?
• Will the company pick up hundreds of boxes?
• Can scanning happen at our location?
• What happens if we need a file while the project is underway?

A qualified bulk digitization provider should be able to give clear answers to the following:

Can you help us inventory the collection?

If your team only knows that it has several file rooms, cabinets, boxes, or pallets, ask whether the provider can help assess the collection before detailed estimating begins.

Do you provide pickup for bulk records?

Confirm whether collection and transportation can be coordinated from your current office and whether large batches can be scheduled around relocation activity.

Is scanning performed in-house, and can it also be done onsite?

Ask where records will be processed, whether subcontractors are involved, and whether onsite scanning is available when documents cannot leave your facility.

How are records tracked after they leave our office?

The provider should be able to explain how physical batches remain identifiable throughout processing and how responsibility for the collection is documented.

Can you create the type of digital archive we need?

Confirm support for OCR, indexing, custom file naming, document separation, metadata, and structured delivery rather than assuming every scanning service produces the same output.

Can we review a sample before the full collection is processed?

For a large project, ask whether representative documents can be used to verify the proposed output before production expands to the remaining archive.

What happens if we need an active file during scanning?

Organizations that still rely on some paper records should establish whether urgent retrieval or digital access can be supported while the conversion is underway.

What happens to the originals after scanning?

Ask whether records can be returned, held temporarily, or securely destroyed after your organization provides the appropriate authorization.

Can your production capacity support our move date?

Give the provider the relocation deadline early enough to determine whether the collection can be processed as one project or requires phased production.

For organizations working through an office move scanning checklist, eRecordsUSA can help evaluate the physical collection and determine an appropriate approach for bulk scanning, pickup, OCR, indexing, and digital delivery.

Call us at 1.510.900.8800 or write us at [email protected] to discuss your scanning requirements while shifting to your new office.

The initial discussion should establish whether the project is feasible before your team begins making detailed assumptions about volume, timing, or production.

Frequently Asked Questions

How early should document scanning start before an office move?

Six weeks can support a defined project, but larger, disorganized, restricted, or multi-department collections may require a longer lead time. Begin with an inventory and vendor feasibility review as soon as the move date is known.

Should every paper record be scanned before moving?

No. Records should be classified for digitization, physical retention, authorized destruction, archival transfer, or further review.

Can employees access files while scanning is underway?

Yes, if the project includes an approved scan-on-demand or urgent-retrieval process with requester authentication and access tracking.

Does OCR organize scanned files automatically?

No. OCR makes page text searchable. Folder structure, document separation, file naming, index fields, and metadata require separate decisions.

Can paper originals be destroyed immediately after scanning?

Not automatically. Destruction requires successful validation, confirmation that no legal hold or original-retention requirement applies, and authorization under the relevant retention schedule and governance policy.

What should be tested in a sample batch?

Test completeness, page order, readability, OCR usability, document separation, naming, index accuracy, metadata, folder structure, and delivery compatibility.

Authoritative Planning Resources

• National Archives: Moving, Consolidating, or Reorganizing Records
• National Archives: Digitization of Federal Records
• National Archives: Digitization Quality Management Guide
• FADGI Technical Guidelines for Digitizing Cultural Heritage Materials