How to convert paper records to electronic records

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Is your organization struggling to move all of its records and documents online? Although moving paper to electronic records may seem like a challenging task, there are ways to make this process much more manageable. This article will show you how to convert paper records to electronic records easily.

By now, it’s clear to see that paper records are becoming a thing of the past, and digitization is slowly replacing what once was an essential part of day-to-day business. The era of paper archives is over, but your practice can catch up! There is still no better time than now to start digitizing your records. 

The best time is now

There are several reasons why now is the best time to start converting paper to electronic records. Following are some of the perks of digitizing your records:

Document management

Organizations can benefit from an electronic document management system by storing all of their documents online. This enables easy yet secure access to records, along with the ability to share information with a patient or the patient’s extended care team in real-time.

Efficient storage and record retention

There are many ways to organize your records in an electronic storage system efficiently. Electronic storage also enables your company to easily search for specific documents in seconds using keywords. This is a huge advantage over paper archives, where records are stored linearly…and only accessible from one, in-office location.


By converting paper records to electronic records, practices can eliminate physical storage units and utilize their employees more efficiently. This cuts labor and material costs for your practice!


Storing all information in a digital format reduces the risk of security breaches. All practices should be vigilant about protecting data, and a digitized system is a great way to reduce the threat of a security breach.

By going completely digital, your company can save a lot of money and have the peace of mind that comes with having an encrypted, secure system.


In addition to the cost savings from less storage space required, there are other financial benefits from storing all records electronically. For instance, by using intakeQ’s cloud-based system, practices can lower their hosting and maintenance costs.

Audit trails

As you’re probably aware, it’s essential to have an audit trail in place to protect your company from fraudulent activity. With all records stored electronically, your company can easily track the entire history of each document, including who’s accessed it, when, and from where.

How to convert your paper records

Here are a few tips to help you make the transition:

Identify the records and documents you need to digitize

Without knowing what you want to move to the digital world, you may find yourself wasting time and money on records you don’t need. Determine what forms and documents you need to digitize and prioritize those items first. Once you have successfully digitized those records, expand your efforts to other records and documents your business needs.

Need help digitizing your forms? intakeQ’s support team can help

Decide on the best records management software 

Once you have decided which records and documents you want to convert, it’s time to find the right software for you. intakeQ is an excellent option for practices of all sizes since it’s easy to use, has a low price point, no contract, and allows you to convert your records quickly.

File the electronic records properly

Once you have converted your records into electronic files, you need to find the right storage system for them. Don’t just throw all your electronic files into your computer’s hard drive or network storage: this can make future referencing difficult and leave you vulnerable to data losses. You need to organize your electronic files. intakeQ will help you manage your files quickly and easily. 

Easy as that!

Digitizing your records and documents may seem like an overwhelming task, but with the right software partner and a bit of organization, it can be a lot easier than you think

All you need to do is take the first step. If you are interested in learning more about digitizing your records, contact intakeQ today and start our 14-day free trial of intakeQ’s online forms capabilities and our integrated practiceQ practice-management solution!

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