From Archive to Action: How North Carolina Teams Are Making Records Work
Learn how departments across North Carolina are transforming backlogged file rooms into structured, accessible digital systems that support real operations.
More North Carolina teams are discovering the same thing: scanning is not the finish line. It is the starting point.
Many departments have already taken the first step. They have scanned boxes, cleared storage rooms, and created digital files. But when those files are not searchable, not indexed, and not tied to how people actually work, the benefits stop short.
That is why more teams are shifting from one-time cleanup projects to long-term access strategies. Conversion is no longer about having images on a server. It is about delivering records that are usable, trusted, and ready on demand.
When records move from static archives to integrated systems, teams get faster. Audits get easier. Operations start to flow.
How teams are activating their archives
July 25, 2025
4-Min. Read
What makes a digital record truly usable
A scanned file is not helpful if it cannot be retrieved quickly.
Many internal scanning efforts create PDFs with no structure, no tags, and no retention logic. Departments trade one form of disorder for another.
Usable records share a few critical traits:
Searchable OCR: Records are digitized with full-text recognition and indexed by key data points like name, date, ID, or type
Logical organization: Files are grouped and named in ways that reflect how departments actually work, such as by project, employee, vendor, or case
Retention tagging: Each record includes clear retention and destruction rules based on HR, legal, or finance policy
Audit-ready visibility: The entire chain of custody is documented, from pickup through delivery and access
Delivery flexibility: Files land where your team works, whether in OnBase, Penta, shared drives, or cloud platforms
This is the difference between a static scan and a functional system.
Why “scanned” does not always mean “accessible”
Departments often find that after scanning thousands of documents, staff still cannot find what they need without delays or manual workarounds. That is because the scanning process did not address usability.
Some of the most common post-scan blockers include:
Poor indexing: Files are named inconsistently or grouped without context
No metadata: There is no way to sort, search, or filter without opening each file
Unclear structure: Folders replicate the storage closet instead of becoming a usable system
Missing retention logic: Files accumulate with no rules for what stays and what goes
Unverified custody: No logs, certifications, or delivery records for audit defense
Without structured conversion, even the best scanning effort results in another digital backlog.
One public agency in eastern North Carolina came to DTI with a decade of scanned permit records. Over 40,000 documents were stored as flat PDFs in generic folders. Their staff still had to open each file to locate key data.
We rebuilt the system with:
Structured folders by permit type, date, and zoning code
Searchable OCR indexed by applicant name and parcel ID
Retention logic aligned to local and state law
Upload to their existing shared drive structure with mapped access levels
Now, when requests come in from the public or internal teams, staff respond in seconds instead of hours.
Choosing a Partner That Delivers More Than Scans
If your end goal is access, not just image storage, your scanning partner must be focused on structure, accuracy, and usability from the start.
The right provider should:
Design for real usage: Organize and label files around how your team actually works—not just how they were boxed
Build searchability into the process: Use OCR and metadata fields that make records discoverable by the terms your staff already relies on
Apply retention logic at the document level: Help you control record lifecycle, not just accumulation
Know your environment: Understand the realities of North Carolina public records, legal timeframes, and cross-department access needs
Fit your tools: Deliver files that land in the systems your teams already use and trust—without adding friction
DTI’s Role in Making Archives Work for North Carolina Teams
At DTI, we go beyond conversion. We help departments turn long-ignored archives into structured, accessible tools that support daily operations and compliance.
We are built for organizations that need more than document imaging—they need digital clarity.
Our focus includes:
Indexing designed for department-specific workflows like FOIA response, HR retrieval, and invoice lookup
Field-based OCR and custom tagging so records can be found and trusted instantly
Foldering and delivery mapped to retention and security policy
High-volume support for mixed-format records across binders, blueprints, microfilm, and oversized pages
Direct handoff to OnBase, Penta, shared drives, or cloud folders—ready for immediate use
We help you unlock what you already have and make it work.
Your records should not just exist. They should perform. Start small. Build a system that works.
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What North Carolina Is Saying
Pepsi Bottling Ventures
“DTI made a major transition easy for us. They helped us eliminate filing cabinets across Accounting, Finance, and HR by delivering well-organized digital files fast.” - Matt B.
KBI Pharmaceuticals
“Their team is dependable, professional, and always easy to work with. We trust them completely.” - Neshon Farrar
American Board Of Pediatrics
“DTI exceeded our expectations. Their attention to detail, responsiveness, and commitment to quality stood out from day one.” - Scott Doyle
