Scanning Backlogs: Why ‘We’ll Get to It Later’ Never Works

Every organization has them: boxes of paper stored in offices, closets, or off-site storage with the best intentions of being scanned “eventually.” What starts as a manageable stack of documents slowly grows into a backlog that feels overwhelming, expensive, and easy to postpone.

The challenge is that document scanning projects rarely resolve themselves over time. In fact, delays almost always make the problem worse. Understanding why scanning backlogs form—and why waiting rarely works—helps businesses take a more realistic and effective approach to managing paper records.

At ISBS, we work with organizations to eliminate backlogs using structured, secure document scanning services that turn paper into usable digital assets.

Why Backlogs Form

Scanning backlogs doesn’t happen overnight. They develop gradually as paper continues to enter the organization faster than it is digitized.

Common reasons backlogs form include:

• Day-to-day priorities are pushing scanning to the bottom of the list
• Limited staff time dedicated to document projects
• Unclear ownership of scanning responsibilities
• Inconsistent processes for handling new documents
• Underestimating the volume of legacy records

Without a defined plan, paper archives continue to grow. What was once a short-term delay becomes a long-term storage and accessibility problem.

Many organizations begin with good intentions but lack the tools or structure needed to keep up. That’s often when document scanning projects stall completely.

Risks of Delay

Postponing scanning efforts comes with real risks that go beyond clutter. As paper archives grow, so do the challenges associated with managing them.

Delays can lead to:

• Increased storage costs for paper archives
• Difficulty locating critical documents quickly
• Higher risk of document loss or damage
• Compliance and retention challenges
• Slower response times for audits or requests

Older documents are often the hardest to manage. Legacy records may exist in inconsistent formats, be poorly labeled, or require special handling. The longer they sit untouched, the more effort it takes to digitize them accurately.

Digitizing records early—and maintaining consistent processes—reduces these risks significantly.

Why Internal Efforts Fail

Many organizations attempt to tackle scanning internally, only to find progress slows or stops altogether. While internal scanning can work for small volumes, it often breaks down at scale.

Common internal challenges include:

• Limited access to high-speed scanning equipment
• Competing priorities pulling staff away from scanning
• Inconsistent indexing and file naming
• Lack of quality control
• Security concerns when handling sensitive documents

Internal teams are rarely equipped to manage bulk scanning efficiently. As a result, projects drag on, errors increase, and confidence in the process declines. Eventually, scanning gets deferred again—adding to the backlog rather than reducing it.

This is where professional document scanning services provide a clear advantage.

Value of Scanning Services

Professional document scanning services are designed to eliminate backlogs quickly and securely. Rather than treating scanning as a side project, these services apply dedicated resources, standardized processes, and purpose-built equipment to the task.

Key benefits include:

• Faster turnaround for large volumes of documents
• Secure handling of sensitive records
• Consistent indexing and organization
• Reduced burden on internal staff
• Reliable digitization of legacy records and paper archives

ISBS helps organizations pair scanning services with long-term document strategies. Solutions like Document Scanners and document management platforms ensure new documents don’t create future backlogs once the initial project is complete.

Many organizations also integrate scanning with broader technology planning through ISBS Technologies, creating workflows that support both current operations and future growth.

Move Beyond “Later”

Document scanning backlogs don’t disappear with time—they grow. Taking a proactive approach helps organizations regain control of their records, reduce risk, and improve access to information.

By investing in structured document scanning services, businesses can finally move past paper bottlenecks and build digital systems that scale. Whether you’re dealing with bulk scanning, aging legacy records, or overflowing paper archives, the right approach makes all the difference.

Learn more about how ISBS supports document digitization and office efficiency, and discover how to turn scanning from a lingering problem into a completed project.