Bulk Document Scanning

Our Bulk Document Scanning provides secure and professional digitization for organizations with large paper archives. Our HIPAA and CJIS-compliant services ensure that sensitive documents are handled with the highest level of security. All scanning is completed in a secure facility by a trained team dedicated to maintaining confidentiality and data integrity throughout the process.

Key Features:

• HIPAA & CJIS Compliance: Meets strict data protection standards for healthcare, legal, and public safety records.
• Secure Facility: All document handling, scanning, and processing take place in a controlled, access-restricted environment.
• Industry Access: Services available through Vizient, Systec GSA, TXMAS, and multiple university contracts.
• Fixed Pricing: $250 per box for 10+ boxes. Smaller orders should use our separate product for 1–9 boxes.

Our document scanning services extend across various industries, including corporate, healthcare, law firms, architecture, education, and public safety. In addition, we are an approved vendor under contracts with Vizient, Systec GSA, Systec TXMAS, Kansas State, University of Texas, Texas A&M, Oklahoma University, and others.

What We Scan & Box Information

• We scan documents sized 11.7'' x 33'' and smaller.
• Pricing is based on standard record boxes (12'' W x 15'' D x 10'' H; 1.2 cubic feet).
• Each box holds approximately 2,400 images. Double-sided pages and Post-it notes count as two images.
• We estimate that 10% of all pages are double-sided.
• Boxes exceeding 2,400 images will incur a per-image charge after scanning is completed.
• The $250 price includes complete document preparation (no need to remove staples or paperclips).

Technical Information

• Images are scanned at 300 dpi in full color. Up to 600 dpi is available for an additional charge.
• OCR (Optical Character Recognition) is included for full-text searchability using Adobe Reader (Ctrl + F).
• File naming and indexing are based on up to three fields provided in your data file.
• Accepted formats for indexing include CSV, Excel, SQL, Access, tab-delimited, and other electronic files.
• Documents are provided in multi-page PDF format. Alternate formats are available on request.

Ordering Process

• After purchase, a customer service representative will contact you with shipping instructions. A typical pallet holds 32 boxes (12'' W x 15'' D x 10'' H).
• You will provide a data file for document indexing before scanning begins.
• We will confirm once your boxes are received at our scanning center.
• Our team audits and matches each physical file to your data file before prep begins.
• We track the location of each file throughout prepping, scanning, and delivery in case you need access during processing.
• Document preparation includes removing staples, paperclips, flattening folds, and relocating Post-its covering text.
• Your documents are scanned using high-speed imaging equipment for speed and clarity.
• After scanning, every image is reviewed. We crop, rotate, and delete blank pages. Blank pages are not charged.
• Final files are mailed on an encrypted hard drive. Contact us for the encryption code to access the files.

Post-Scanning Options

• We store your physical documents for 60 days following delivery of your electronic files.
• After 60 days, choose from the following options:
• Shred your documents for an additional fee.
• Return your boxes (freight not included).
• If no action is taken, a storage fee of $1.25 per box per month will apply.
• Alternatively, we can host your scanned images digitally for $1.25 per box per month.