Backfile Conversion

Backfile conversion is the large-scale imaging of an organization’s pre-existing record holdings, the “backfile” of legacy paper, microfilm, or other analog materials that accumulated before electronic recordkeeping. It is distinct from day-forward (or “go-forward”) scanning, which captures only new records as they are created; backfile conversion tackles the historical inventory in bulk, often through batch scanning, optical character recognition, indexing, and quality control. It matters because legacy records frequently remain subject to active retention schedules, litigation holds, and access requests, yet stay nearly invisible while locked in boxes. Converting them improves retrievability, reduces storage cost and physical risk, and lets the backfile inherit consistent metadata, classification, and disposition rules. A common example is digitizing decades of personnel or case files so they can be searched and dispositioned in the same system as new content. A sound conversion plan addresses image fidelity, metadata capture, and a defensible decision about whether the source originals are retained, transferred, or destroyed after verification.