Scanning / Archiving Service
We will scan and transfer all of your records to a Digital-File.
Why choose us?
○ When choosing a document scanning company, nothing is more important than delivering high-quality digital images that are indexed exactly the way you need them. Our team of experienced scanning experts take special care to produce only top-quality digital files at a reasonable price.
○ We handle all types of document scanning projects: Human resource and client files, financial records like invoices and purchase orders, medical records, historical and fragile documents, microfilm and microfiche. You name it.
○ If you have records that can’t leave your office. Our staff will come do all of the scanning at your location.
Our Service
○ First, we remove any bindings on your documents and prepare them for scanning.
○ Do you need single or double-sided documents scanned? No problem- we’ll convert them to digital images or PDF-Files.
○ We also offer indexing for every page or for entire documents to make them easier to find in your electronic document management system.
○ OCR services convert your documents to editable text that can be modified later- giving you the ability to change them at will.
○ Once the document conversion is complete, we will deliver your new digital files on the medium that you choose- CDs, DVDs, USB-Flash-Drive, or even to a Cloud Storage Service.
The benefits you get from our service
○ Save money by eliminating document storage costs
○ Prevent lost documents that waste time and money
○ Reclaim office space being taken up by bulky filing cabinets
○ Instant access to electronic files from any device
○ Streamline slow, manual business processes held up by paper documents
○ Disaster preparation
● Free Estimate, we’ll come to you in person or talk via phone or videocall
● Info we will need from you, to roughly calculate an estimate:
○ To determine document scanning services prices, we’ll need to know roughly how many sheets of paper you need to have scanned. These calculations give us an approximate volume to build a scanning quote.
○ A standard banker box can hold between 2,000 and 2,500 sheets of paper depending on the number of folders and how tightly the paper is stuffed into the boxes.(I ‘m not sure how to translate this to terms people may understand, or maybe I just don’t understand)
○ A large file box holds between 4,000 and 4,500 sheets of paper.
○ If you have folders sitting on open shelving or in file cabinets, you can estimate that each inch contains between 150 and 200 sheets of paper. If you have a high folder to paper-ratio, you can expect to be on the lower end. If your file folders are a few inches thick, you’ll be closer to 200 sheets.
○ Two-sided pages, or duplex pages, are considered two pages because they require two digital images for viewing on a computer screen. We factor this in when preparing an estimate. We determine the percentage of pages that are two-sided by manually reviewing a set of your documents. Based upon our review, we can estimate what percentage of your documents are two-sided and determine how many total pages you have.
○ Again, these are estimates, but they do give us enough information to provide a document scanning quote.
● Factors affecting cost
○ How many documents do you need to have scanned?
○ How much prep work is required to get your documents ready for scanning?
■ Are there lots of paperclips, rubber bands, staples, and post-it notes on your documents?
○ Will the documents be named by what’s written on a folder like ‘client name’ or fully indexed by each document?
○ Do the documents need to be formatted to be imported to your document management system or network or will they be
output to disk or hard drive?
○ How soon do you need the project completed?
○ Do the documents require OCR (optical character recognition) to make them text-searchable?
○ Do the documents contain public-facing, sensitive information that requires redaction?