If you’re stuck with a pile of old contracts—some PDFs, some Word docs, maybe even a few scanned from paper—you’re not alone. Getting all that stuff into a tool like Contractbook sounds nice in theory, but the reality can be messy. This guide walks you through how to import and digitize legacy contracts with the least amount of pain. Whether you’re a legal ops manager, a founder cleaning up old files, or just the unlucky person who drew the short straw, this is for you.
Why Digitize Legacy Contracts Anyway?
Let’s be honest: legacy contracts are a pain. They’re hard to search, easy to lose, and nobody remembers where the signed copy lives. Getting everything into Contractbook means:
- Quick, reliable search (no more “where’s that NDA from 2017?”)
- Central storage—no one-off Dropbox folders or dusty file cabinets
- Better version control and reminders for renewals or terminations
But it’s not magic. The process takes some work, especially if your files are a mix of formats (or, worse, paper). Here’s how to do it without losing your mind.
Step 1: Take Inventory of Your Contracts
Before you touch Contractbook, figure out what you’re dealing with. This step is boring but critical.
What to do: - Gather all contracts: digital files (PDF, Word, etc.), paper copies, emails with attachments. - Make a simple spreadsheet: - Contract name/type - Counterparty - Signed date - Renewal/expiry date (if any) - Location (file name, folder, physical drawer) - Note the format: digital (editable), digital (scanned/PDF), or paper.
Pro tip: Don’t obsess over perfect data. You just need enough info to keep track during import.
Step 2: Prep Your Files for Import
Contractbook can handle a lot, but garbage in, garbage out. Spending a bit of time here saves headaches later.
Digital Contracts (PDFs, Word Docs, etc.)
- Check for completeness: Make sure you have the final, signed version.
- File names: Rename files with clear names:
Supplier-Agreement-ACME-2021-03-15.pdfbeatsscan3.pdfevery time. - Split or merge: If you have contract bundles or multiple documents in one file, separate them.
Paper Contracts
- Scan to PDF: Use a decent scanner. Your phone works in a pinch with apps like Adobe Scan or CamScanner.
- Make it readable: Scan at 300 dpi. Avoid blurry photos—Contractbook isn’t going to fix that for you.
- One contract per file: Don’t lump ten agreements into one PDF.
What to ignore: Don’t stress about perfect OCR (optical character recognition) at this stage—Contractbook will help with some of this later, but the key is a clean, readable scan.
Step 3: Import Contracts into Contractbook
With files in hand, it’s time to get them into Contractbook. The platform offers two main routes: basic file import and “digitization.” Here’s how both work—and what’s actually worth doing.
Option 1: Import as Attachments (Quick and Dirty)
If you just need everything in one place, upload your contracts as attachments.
How: 1. Log into Contractbook and go to the “Documents” section. 2. Click “Import” or “Upload” (label may vary). 3. Drag and drop your files or select them from your computer. 4. Add basic metadata (contract name, parties, dates) if prompted.
Why use this? - Fastest way to centralize everything. - Keeps an audit trail without much effort.
Downsides: - Contracts are just files—you can’t search inside them or set up reminders based on contract terms. - No structured data. You’ll need to open the document to see details.
When is this enough?
If you’re on a tight deadline or just need to stop losing contracts, start here. You can always “upgrade” important contracts later.
Option 2: Digitize Contracts (Structured Data)
For contracts you actually need to manage—think renewals, obligations, or critical terms—you’ll want to digitize them into Contractbook’s native format.
How: 1. In Contractbook, choose “Import” > “Digitize Contract” (the wording may change, but look for ‘digitize’ or ‘extract data’). 2. Upload your file (PDF, DOCX, etc.). 3. Map key fields: - Parties - Effective date - Expiry/renewal - Payment terms, if relevant 4. Manually input (or copy-paste) key terms into Contractbook’s template.
What works: - For digital, text-based files (Word, high-quality PDFs), Contractbook can sometimes auto-extract fields. Don’t expect miracles; double-check everything. - For scanned PDFs or images, you’ll likely have to type out the key info.
What doesn’t:
- Contractbook’s extraction is decent, but not magic. If a contract is a scan or uses odd formatting, expect to do most of the work yourself.
- Don’t bother digitizing contracts you’ll never need to search or report on. Save that time for the important stuff.
Pro tip: Start with your most critical contracts—major customers, suppliers, or anything up for renewal soon.
Step 4: Add Metadata and Organize
After import, take a few minutes to add metadata. This is where you get actual value from digitizing.
- Tag contracts: Use tags for quick sorting (e.g., “NDA,” “Supplier,” “2022”).
- Set reminders: For expirations, renewals, or review dates.
- Assign owners: Make someone responsible for each contract, even if it’s just you.
What to ignore:
Don’t get bogged down creating a dozen custom fields. Focus on what you’ll actually search or report on.
Step 5: Review and Clean Up
You’re almost done. Now’s the time to check your work.
- Spot-check a few contracts: Make sure metadata matches the document.
- Test search: Try searching by party, date, or tag. If you can’t find something, tweak your setup.
- Archive duplicates: If you accidentally uploaded the same contract twice, clean it up now.
Pro tip: Don’t stress about perfection. You can always fix or update later.
A Few Honest Tips (and Traps to Avoid)
- Don’t try to digitize everything at once. Start with the contracts you’ll actually need, then chip away at the backlog.
- Paper contracts are a slog. There’s no shortcut—scanning takes time, and OCR isn’t magic. Consider outsourcing scanning if you have boxes of paper.
- Beware of “AI extraction” hype. Contractbook’s tools are helpful, but they won’t reliably pull out every clause or date. Always double-check.
- Keep it simple. Fancy tagging systems or elaborate folder structures sound great, but most teams end up using just a few basic tags.
- Share the load. If you’re in a team, divvy up contracts by department or type. You’ll get through it faster.
Wrapping Up: Don’t Overthink It
Digitizing legacy contracts in Contractbook isn’t glamorous, but it pays off every time you quickly find what you need or never miss a renewal. Start with your high-value or active contracts, get the basics right, and don’t let the perfect be the enemy of the good. You can always go back and improve your setup as you go. Just get started.