Almost all businesses today outsource physical-to-digital document conversion to document scanning services. But before you hand over your file cabinets, the biggest question is, are these services truly secure?
Today, we take you through the risks, best practices, and how to understand whether a document scanning provider can be trusted with your most sensitive documents.
Why Security Matters in Document Scanning
When you digitize documents, you’re converting physical paper, often containing highly sensitive data, into digital files that can be copied and transferred if mishandled. Here’s what’s at stake:
- Legal & regulatory risk: Many industries must comply with HIPAA or GLBA, or privacy laws. A data breach can lead to severe fines, lawsuits, and reputational damage.
- Insider threats: Unauthorized access by staff is a real risk if controls are weak from the start.
- Operational risk: Loss or misplacement, or damage to original documents, can disrupt business continuity. Statistics show that about 7.5% of documents get lost, and another 3% are misfiled, which are both security and productivity concerns.
What Makes Document Scanning Services Secure?
Truly secure services combine physical safeguards, develop intricate personnel policies, and implement good technical controls. Here are some essential elements you should look for.
1. Controlled Facility Access
A secure scanning facility should have strict physical security, with 24/7 video surveillance and alarm systems. The doors must be locked at all times, with key-card or badge-based access.
Apart from that, visitor “buzz-in” systems and sign-in logs should be in place with high-level fire detection and suppression systems placed in the facility from the start.
2. Employee Vetting & Confidentiality
Even in a locked facility, people are the weakest link. So, pick a document scanning service where all employees should undergo proper background checks and must sign non-disclosure/confidentiality agreements before they start working.
Also, the service must provide extensive security training to its staff and make sure the internal policies are enforced properly. It is also important to see how many people are given access to sensitive information, as a limited number will drop the risk of breaches significantly.
3. Insurance, Liability & Compliance Safeguards
Trustworthy vendors carry insurance and maintain compliance with liability and data breach insurance, plus “valuable paper and records” coverage. They also adhere to data privacy and security laws like HIPAA, GLBA, etc.
What Is The Role of SOC 2 & Compliance Audits?
One of the strongest indicators of good and strong security is independent audit and certification.
What Is SOC 2 Compliance?
SOC 2 is an auditing standard created by the AICPA that assesses how well a service provider protects client data across five trust principles:
- Security
- Availability
- Processing Integrity
- Confidentiality
- Privacy
A provider that is SOC 2-compliant demonstrates that it has appropriate controls and processes in place to guard sensitive information.
Callout: A SOC 2 Type II report, covering control operation over months, provides stronger assurance than a Type I “point-in-time” review. Always ask what type of SOC audit the vendor holds.
How Documents Are Tracked & Protected Throughout the Process
Security is also about how documents are handled during every step.
1. Chain-of-Custody & Tracking
From the moment of pick-up/receipt to return or destruction:
- Each box or batch is inventoried and logged.
- A proprietary tracking system or workflow manages the status and location.
- You can request the status or have real-time visibility.
2. Secure Transfer & Digital Safeguards
Once converted:
- Data should be encrypted in transit via secure FTP or TLS.
- Encrypted storage with controlled access permissions.
- Robust password policies, multifactor authentication, and role-based access.
- Secure deletion or shredding of originals post the digitization process, if that is a part of the contract.
What Are Some Common Risks & How Professional Services Mitigate Them?
To appreciate the difference between DIY scanning or insecure internal scanning and professional providers, consider common pitfalls:
- Data is stored unencrypted while moving through systems, as older scanning systems often write to local hard drives before network transfer.
- Unsecured log files revealing sensitive information or internal states.
- Poor visibility into operator activity which makes unauthorized operations hard to detect.
- Weak or missing encryption in transit, leaving documents open to interception.
- Lack of audit trails or traceability in DIY setups makes accountability impossible.
Closing Thoughts
Yes, document scanning services can be secure, but only when backed by rigorous processes, technical controls, and independent validation.
- Start your evaluation by insisting on certifications like SOC 2, and get clarity on the type (Type II preferred).
- Demand proof of physical and personnel safeguards.
- Confirm chain-of-custody tracking and secure transfer/storage practices.
- Ask for audit summaries, references, and insurance documentation
You can outsource your document conversion with confidence and protect your business, clients, and reputation in the process by
