Top 5 Mistakes Companies Make When Digitising Documents (and How to Avoid Them)

Digitising business records promises huge benefits: faster access, reduced storage costs, and compliance with laws like POPIA. But without proper planning, many organisations run into pitfalls that waste money, delay projects, and put data at risk.

Here are the top five mistakes companies make when digitising documents—and the practical steps to avoid them.

Mistake 1: Scanning Everything Without a Strategy

The Problem
Some businesses rush into scanning every file in their archive, regardless of value or relevance. This inflates costs and clutters digital storage.

The Fix

• Conduct a records audit before scanning.
• Apply a retention schedule: only scan what you must keep.
• Classify documents by business value: critical, useful, or obsolete.
• Securely destroy expired records with a certificate of destruction.

Mistake 2: Ignoring Compliance Requirements

The Problem
Digitisation projects often focus on convenience but overlook POPIA obligations. Scanning without secure storage or audit trails can expose businesses to fines and reputational risk.

The Fix

• Ensure scanned files are encrypted in transit and at rest.
• Store files in a compliant EDMS with audit logging.
• Document policies for access, retention, and destruction.
• Choose a provider who understands POPIA and SANS standards.

Mistake 3: Poor Document Preparation

The Problem
Skipping preparation (removing staples, repairing pages, sorting files) causes jams, double feeds, and missing pages. This leads to rescans and higher costs.

The Fix

• Assign staff to prepare records in-house before handing them over.
• Use separator sheets or barcodes for batch identification.
• Clearly label boxes with project codes, departments, and dates.
• For fragile documents, request protective handling or large-format scanning.

Mistake 4: Overcomplicating Indexing

The Problem
Some organisations demand dozens of metadata fields per file. Over-indexing slows projects, increases costs, and overwhelms users.

The Fix

• Focus on key fields that drive business retrieval (e.g. client ID, date, reference number).
• Use OCR and automated indexing where possible to reduce manual input.
• Standardise field names and rules across departments.
• Pilot-test indexing before rolling it out company-wide.

Mistake 5: Failing to Plan for Long-Term Access

The Problem
Scanning is only the first step. Without integration into everyday systems, digital files end up as disorganised folders—just like paper archives.

The Fix

• Store records in a structured Electronic Document Management System (EDMS).
• Use PDF/A for long-term archiving.
• Ensure backups, disaster recovery, and role-based access are in place.
• Train staff to retrieve, manage, and share documents digitally.

Quick Checklist for Success

• Conduct a records audit and apply retention rules.
• Ensure POPIA compliance with secure storage and policies.
• Prepare documents before scanning.
• Keep indexing simple and useful.
• Integrate with an EDMS for long-term access.

Digitising documents can be a turning point for South African organisations—but only if it’s done right. By avoiding these five common mistakes, you’ll protect your investment, stay compliant, and unlock the real value of going paperless: efficiency, security, and future-ready operations.