Document Scanning Services

Document scanning services are $250.00 per box for orders of 10 boxes or more.

For smaller quantities, box orders from 1–9 are priced at $350.00 per box. Our services are HIPAA and CJIS-compliant, ensuring your sensitive information is handled with the highest level of security. All scanning is performed by our dedicated team in a secure facility, prioritizing the confidentiality and integrity of your documents throughout the process.

Our document scanning services extend across various industries, including corporate, healthcare, law firms, architecture, education, public safety, etc. In addition, our scanning services are accessible through various contracts, such as Vizient, Systec GSA, Systec TXMAS, Kansas State, University of Texas, Texas A&M, Oklahoma University, and more.

What We Scan & Box Information

1. We will scan documents 11.7" x 33" and smaller.
2. Box price is based on letter, legal, and smaller documents in standard letter/legal record boxes measuring 12" W x 15" D x 10" H (1.2 cubic foot boxes).
3. Letter/legal boxes hold approximately 2,400 images per box. Double-sided documents count as two images. We assume 10% of the documents will be double-sided. This includes Post-it notes that count as an image.
4. Images over 2,400 per box will be charged on a per image price upon completion of work.
5. The price includes preparing documents for scanning.

Technical Information

1. Images are scanned at 300 dpi in full color. We can scan up to 600 dpi for an additional charge.
2. Optical Character Recognition (OCR) is standard with full-text search capability (Ctrl + F) in native Adobe Reader, allowing you to search a keyword in a PDF document.
3. Image indexing and file naming are accomplished from client-provided data. The data file should include a maximum of three fields for indexing.
4. Data indexing formats include CSV, Excel, SQL, Tab Delimited, Access, or other electronic file formats.
5. Documents will be provided in multiple-page PDF format (other available formats on request).

Ordering Process

1. Once an order is placed, a customer service representative will contact you and provide shipping instructions for shipping your boxes to our scanning center. A typical pallet holds 32 boxes 12" W x 15" D x 10" H.
2. The customer will provide a data file for the boxes.
3. We will contact you once we receive your boxes at our scanning center.
4. Our scanning team will perform an audit to cross-check the data file with the paper files received in the boxes.
5. We track the exact location of each file throughout the entire prepping and scanning process if you need one of your files.
6. Our scanning team will prep your documents, removing staples, paperclips, fixing earmarks, and post-it notes covering text to organize and prepare your documents for scanning.
7. A scanning specialist will scan your documents through one of our high-speed scanners.
8. After your documents are scanned, our quality control team will review every image, removing any blank images, cropping and rotating images, and verifying the readability of all images. You will not be charged for blank images.
9. We will mail your electronic PDF files on an encrypted hard drive. When you receive the hard drive, contact us for the encryption code to open the hard drive to download the PDF files.
10. We will maintain your hardcopy paper boxes for 60 days while you review your images. After 60 days, we can:
    • Shred your files for an additional charge (see pricing below).
    • Ship your boxes back to you (freight not included).
    • After 60 days, if one of the above options is not selected, you will be charged a $1.25 per box per month storage fee.
    • Another option is that we will host your images for $1.25 per box per month.