Document Scanning Services & Back File Conversions

Document Scanning Services are critical to any business that creates large amounts of paper. Document archival methods differ from organization to organization. Dumping files in boxes and sending them off to a warehouse is one method of archiving. Another method of archiving would be digitizing your paper and then shredding it.

Off-Site Document Scanning Services

Our off-site scanning services offer many advantages to our clients including, fast project turnaround, high quality work, and aggressive pricing. Outlined here, is a sample process of our typical back file conversion services.

On-Site Document Scanning Services

If you can’t allow your documents to leave your facility, we can always come to them. On-site scanning is more expensive than off-site scanning but, as they say, you have to do what you have to do. You supply the space and we'll do the rest. The same methods as off-site scanning can be employed with exception of the box pick-up.

Key Benefits

• All intensive labor work is done for you
• A fully searchable document archiving database is created which will contain all scanned images
• A free demo will be provided to you at no cost or obligation
• No charge for retrieval software
• No wasting time learning new software and hardware

You may ask, why not just keep my paper?

A digital document archiving system provides insurance against disasters. Disaster Recovery should be at the forefront of any decision making process. Information is priceless and lost information cannot be replaced at any cost. Imaged documents are protected against the following circumstances:

• Fires
• Flood
• Employee’s Maliciousness
• Mis-filed documents

A digital document archiving system can be backed up and duplicated with ease. Documents can be placed on Write Once Read Many (WORM) media to ensure data integrity. Many industries by law are required to have a data recovery plan. These laws usually include paper files.

Shared Access

Operating out of multiple facilities can lead to many problems when it comes to sharing files. Many companies must make use of couriers, FedEx, UPS, DHL and other shipping companies to share files. This is a slow and inefficient process. Scanning these files would give your employees instant access whether they work next door, upstairs or three states away. These documents never need to be re-filed and they can be viewed by more than one person at a time.

Tracking

Digital document archiving allows you track which employees viewed, printed, or emailed documents out of the archive. This type of archiving also allows you to assign rights to particular users who search the database. Expect to pay extra for these type of search restrictions and auditing.

Space

If you have 500 square feet of office space dedicated to filing cabinets at 35 dollars per square foot, you are paying nearly $1500 a month to house that paper. The cost of new filing cabinet is even more staggering. The longer you store your paper the more expensive it is. Imaging is the opposite, you scan it once and you pay for it once.

Project Planning

Digital document archiving conversions can be a costly investment but an easily justifiable one. Our help and expertise are just an email away. Allow us to help you to make a wise decision and keep you within budget. We have years of experience in designing, and implementing large back file conversions. 

For more information or see a sample process, please click here.