There are a number of reasons why it makes sense to use document scanning to convert paper documents to electronic ones but the one that doesn't get the attention it deserves is security. A good electronic document management system (EDM) can provide better security than a room full of records.

The advantage of electronic records is access can be set to an individual level or a group level. Each user is assigned to a group. For example, the accounting department will have access to the accounting records but will not be able to open any human resources files. When an employee changes job functions the documents they can access changes instantly. Contrast this with a records storage room. There is only one level; key or no key. Even worse is the business that does not have a unique key to the storage area.

Version control is a second part of security. Whenever a document is opened there is a digital footprint of who did it. If there is ever an investigation then it is quick look at who opened the records in question. If you have the ability to alter records then an EDM is a life saver. Past versions can be saved and every change recorded. With a storage room it is easy for nefarious employees to take a document out of the middle of a box and then replace the box. It is now nearly impossible to detect the intrusion into the records.

The last security benefit is retiring old records. When the reach their expiration date they are simply deleted. No need to bring out the shredding service. They also don't hang around and fill up the storage space.