How Xerox Capture and Content Services Can Future-Proof Your Business

Submitted by Keith Metzler on Fri, 28 Mar 2025 - 13:22

You’ve been searching for the same file for 20 minutes. It’s supposed to be in the cabinet under “Invoices – 2022,” but it’s nowhere to be found. You check another drawer, then a stack of papers on your desk. Still nothing. You ask a coworker, who shrugs and says, “Maybe it’s in storage?” Great. That means digging through boxes in the back room or, even worse, driving to an off-site storage unit.

Sound familiar? If your business still relies on paper archives, you’re not just dealing with clutter—you’re losing time, money, and security. Think about how much time you spend each year searching for lost or misfiled documents. Furthermore, think about how vulnerable your data can be if a flood or fire were to sweep through.

At Strategic Technology Partners of Texas, we’ve spent nearly 40 years partnering with Xerox to provide businesses with smart, scalable solutions. We understand the challenges of document overload and the need for a streamlined, digital approach. Xerox Capture and Content Services is the answer, offering powerful tools to digitize, organize, and protect your company’s valuable information.

If your business is drowning in paper files, struggling with compliance, or just looking for a better way to manage documents, this article will break down exactly how Xerox Capture and Content Services—and its Backfile Scanning Capabilities—can help.

What are Xerox Capture and Content Services?

Xerox Capture and Content Services is a comprehensive document management solution designed to help businesses organize and utilize their information more effectively. It consists of three major components:

Data Capture & Digital Conversion – Turning physical and digital documents into structured, searchable data.
Content Management & Workflow Automation – Storing, organizing, and integrating digital files into business processes.
Security & Compliance – Ensuring that stored and retrieved information remains protected and meets regulatory requirements.

These capabilities allow businesses to automate time-consuming manual tasks, improve accessibility, and reduce security risks while enabling a seamless transition to digital document management.

Below is a detailed look at the Xerox Capture & Content Services capabilities & how they can streamline workflows and increase efficiency.

Graphic showing how the Xerox Capture & Content Services capabilities & how they can streamline workflows and increase efficiency.

Step 1: Data Capture & Digital Conversion (Including Backfile Scanning)

The first step to better document management is capturing and converting information into digital formats. Xerox offers comprehensive capture tools that allow businesses to:

Digitally scan paper documents using Optical Character Recognition (OCR) for full-text search and indexing.
Extract key information from structured and unstructured documents using AI-powered document processing.
Ingest data from multiple sources – scanned files, email attachments, cloud storage, or enterprise software like ERP and CRM systems.

Backfile Scanning: Converting Your Archive into Actionable Data

Woman looking distressed at messy office environment with archive of paper files

For businesses with decades of paper records, Backfile Scanning offers a practical solution. Instead of spending hours sifting through filing cabinets, Xerox can convert those paper mountains into searchable, digital files.

How the Backfile Scanning & Digital Conversion Process Works:

Consultation & Scoping – A Xerox expert assesses your document volume and indexing needs.
Budget Proposal – Flexible pricing options for one-time or ongoing projects.
Sample Scanning – Quality samples are provided before full project execution.
Project Execution – Documents are digitized using Optical Character Recognition (OCR) for full-text search capabilities.
Digital Delivery – Files are securely delivered via encrypted external drives, FTP, or a cloud database.
Secure Destruction (Optional) – Documents can be securely shredded post-digitization.

This process transforms cluttered, paper-heavy operations into efficient digital workflows, allowing businesses to retrieve data in seconds rather than hours.

Want more insight on digitizing your documents? Read: A Comprehensive Guide to Going Paperless.

Step 2: Content Management & Workflow Automation

Once documents are digitized, they need a centralized system where employees can find, edit, and share them with ease. This is where content management platforms like Xerox DocuShare come into play.

DocuShare organizes and stores digital documents in a secure, cloud-based, or on-premise system.
Automated document retention ensures that records are kept as long as needed and securely deleted after a set period.
Integration with business systems (such as CRM and ERP software) enhances workflow automation.

With DocuShare managing digital content, businesses can eliminate manual document handling and maintain a structured, compliance-friendly document storage system.

Learn more about DocuShare here.

Security Matters: Xerox’s Approach to Safe Digital Transformation

One of the key concerns of going digital is security. We’ve all read numerous reports of cyber hacks lately, which highlights the importance of having strong security measures. Xerox offers a security framework in their Capture & Content Services that includes:

Data Encryption – Protects sensitive business information from unauthorized access.
Audit Trails & Compliance Tools – Helps meet industry regulations like HIPAA, GDPR, and FedRAMP.
Secure Storage & Retrieval – Ensures that digital documents are backed up, controlled, and available only to authorized personnel.
Chain of Custody & Secure Destruction – Provides full transparency over document handling and optional destruction of original records.

For industries handling highly sensitive data—such as government agencies, healthcare providers, and financial institutions—these security measures are critical for maintaining compliance and preventing data breaches.

Who Benefits from Xerox Capture and Content Services?

These services aren’t just for large enterprises—businesses of all sizes can benefit from going digital.

Industries that rely heavily on paper:

Healthcare: Patient records, insurance claims.
Legal & Government: Compliance documents, contracts.
Finance & Accounting: Invoices, audits, client records.
Education: Student records, administrative paperwork.

If your business handles high volumes of paperwork or requires strict regulatory compliance, digital transformation is essential.

Pros and Cons of Xerox Capture and Content Services

Before seriously considering Xerox Capture & Content Services, it's important to explore both the benefits and drawbacks involved. We’ve highlighted some important ones below:

Pros:

Saves time and money – Reduce administrative burdens and physical storage costs.
Enhances security – Prevents data loss and unauthorized access.
Improves efficiency – Automates manual processes for faster turnaround.
Scalable – Works for small businesses and large enterprises alike.
Supports remote work – Cloud-based access enables hybrid workforce collaboration.

Cons:

Initial setup requires investment – Businesses must budget for implementation.
Change management needed – Employees may require training to adapt to new digital processes.
Dependence on IT infrastructure – Requires a stable digital storage solution.

How to Decide If Xerox Capture and Content Services Are Right for You

If you’re undecided on whether this solution is right for your organization, ask yourself these questions:

Do we spend too much time managing paper documents?
Are we struggling with compliance and security for records management?
Could our team work more efficiently with digital access to information?
Are we paying for off-site storage or wasting valuable office space on paper files?

If you answered yes to any of the above, it’s time to explore Xerox Capture and Content Services.

Let’s Find the Right Document Management Solution for You

Businesses that embrace digital transformation today will be better prepared for tomorrow.

The cost of sticking with outdated paper processes isn’t just about money—it’s about lost productivity, security risks, and missed opportunities.

At Strategic Technology Partners of Texas, we specialize in helping businesses make the transition seamlessly. With nearly 40 years of experience as a trusted Xerox partner, we know how to tailor these solutions to your needs.

Want to learn more about how Xerox Capture and Content Services can work for you? Contact us so our experts can discuss how this solution fits your business.