Bulk Document Scanning Services 10 Boxes or More

Bulk Document Scanning is priced at $250.00 per box for projects of 10 boxes or more.

This service is designed for organizations converting large volumes of paper records into digital files. All scanning is performed in a secure production facility under HIPAA and CJIS compliance standards to protect sensitive healthcare, legal, corporate, and public safety information. Every project is managed by trained personnel with documented handling procedures to ensure confidentiality and data integrity from intake through final delivery.

Our bulk scanning services support corporate offices, healthcare providers, law firms, architecture and engineering firms, educational institutions, and government agencies. We are also an approved vendor under cooperative purchasing agreements including Vizient, Systec GSA, Systec TXMAS, Kansas State, University of Texas, Texas A&M, Oklahoma University, and others.

Key Service Details

• HIPAA and CJIS compliant processing for regulated industries.
• All scanning completed in an access-controlled secure facility.
• Available through national and state purchasing contracts.
• Fixed pricing of $250.00 per box for 10 or more boxes. Projects under 10 boxes should use our 1 to 9 box service.

Document Specifications and Box Information

1. Documents up to 11.7" x 33" can be scanned under this service.
2. Pricing is based on standard record storage boxes measuring 12" W x 15" D x 10" H (approximately 1.2 cubic feet).
3. Each box typically contains up to 2,400 images. Double-sided pages count as two images. Post-it notes and attached inserts are counted as images. We estimate approximately 10% of pages are double-sided.
4. Boxes exceeding 2,400 images will be billed at a per-image rate after scanning is completed.
5. The per-box price includes full document preparation. Staples and paperclips do not need to be removed prior to shipment.

Technical Specifications

1. Documents are scanned at 300 DPI in full color. Scanning up to 600 DPI is available for an additional charge.
2. Optical Character Recognition (OCR) is included, allowing full-text search within PDF documents using standard search tools.
3. File naming and indexing are based on client-provided data files with up to three indexing fields.
4. Accepted indexing formats include CSV, Excel, SQL, Access, tab-delimited, and other structured electronic file formats.
5. Final files are delivered in multi-page PDF format. Alternate formats are available upon request.

Project Workflow

1. After purchase, a customer service representative will provide shipping instructions for sending boxes to our scanning facility. A standard pallet holds approximately 32 boxes measuring 12" W x 15" D x 10" H.
2. The customer provides a data file to support document indexing before scanning begins.
3. We confirm receipt of your boxes upon arrival at the scanning center.
4. An intake audit is performed to match each physical file with the submitted data file.
5. Each file is tracked throughout preparation, scanning, and delivery in case access is required during processing.
6. Preparation includes removing staples and paperclips, flattening folded pages, and repositioning notes that may cover text.
7. Documents are scanned using high-speed production imaging equipment.
8. Quality control reviews every image to crop, rotate, verify readability, and remove blank pages. Blank images are not billed.
9. Completed files are delivered on an encrypted hard drive. The encryption code is provided separately for secure access.

Post-Scanning Options

1. Original paper documents are retained for 60 days after delivery of electronic files.
2. After 60 days, you may choose to:
   • Have documents securely shredded for an additional fee.
   • Have boxes returned to you (freight not included).
   • Continue physical storage at $1.25 per box per month.
   • Request digital image hosting at $1.25 per box per month.

No additional information available.