At Storage Quarters, we’ve spent over 35 years helping businesses and individuals across the Garden City, NY area take control of their paper clutter, improve efficiency, and protect their sensitive data. One of the most effective ways to achieve all three? Digitizing your documents. Whether you’re managing patient records, legal files, or decades of tax documents, the process of turning paper into searchable, digital files is easier—and more secure—than ever.
Here’s our step-by-step guide to help you digitize your documents the right way.
Step 1: Organize Your Paper Documents
Before scanning begins, it’s important to sort your physical documents. We recommend grouping them by category—such as financial, legal, or medical—so the digital files are easy to retrieve later. Remove staples, paper clips, and sticky notes to streamline the scanning process.
This is also a great time to purge any documents you no longer need. Our on-site shredding services and mobile document shredding options are ideal for secure and compliant disposal of sensitive materials.
Step 2: Choose the Right Scanning Method
Not all scanning is created equal. At Storage Quarters, we offer paper document scanning services that fit a wide range of needs—from small personal archives to bulk business files.
You can bring your documents to us, or take advantage of our on demand storage and scanning services. We’ll come to your location, pick up your materials, and handle everything at our secure, climate-controlled facility in Garden City, NY.
If you're dealing with medical records, we follow HIPAA-compliant protocols to ensure patient data is properly protected throughout the entire process.
Step 3: Ensure Proper Indexing and File Naming
After scanning, your files should be indexed using meaningful labels so they’re easy to find. We customize file names and folder structures based on your preferred system—by date, client name, category, or any other identifier.
This is one of the biggest benefits of working with a professional partner instead of scanning documents on your own. Our experienced team knows how to organize digital files for long-term accessibility.
Step 4: Select Your Preferred Digital Format
Do you need searchable PDFs? JPEGs? TIFFs? We work with you to select the file formats that best suit your systems. Whether you’re uploading documents to the cloud or integrating with your internal servers, we ensure your digital files are compatible and secure.
For businesses in regulated industries, like healthcare or law, we follow strict data handling guidelines to keep your information confidential and compliant.
Step 5: Store or Shred the Originals
Once your documents have been successfully digitized, you can choose to store or securely dispose of the originals. If you want to keep them, we offer self storage in 11530 and storage units in Garden City in a range of sizes from 5'x5' to 10'x25'.
If shredding is the better option, our document shredding in Garden City, NY includes both drop-off and mobile options. We also provide paper shredding rental consoles for businesses that need ongoing secure disposal.
Everything we shred is recycled responsibly—because protecting your data shouldn’t come at the expense of the environment.
Step 6: Backup and Monitor Your Files
The final step is to ensure your digital files are backed up and monitored for long-term security. While digitization protects you from physical damage (like fires or floods), redundant backups—whether cloud-based or on external drives—are key to full peace of mind.
If you need help setting up a secure digital storage system, we’re happy to offer guidance based on your goals and industry requirements.
At Storage Quarters, we make document digitization simple, secure, and stress-free. Whether you're a local resident searching for “storage near me” or a business looking for medical record storage companies, we’re here to help every step of the way.
Ready to digitize your documents and clear out the clutter? Contact us today for a personalized quote and discover why Storage Quarters is the trusted choice for secure storage and document management in Garden City, NY.