Document Scanning Services 1 to 9 Boxes

Document scanning for 1 to 9 boxes is priced at $350.00 per box, with bulk pricing of $250.00 per box available for projects of 10 boxes or more.

This option is intended for smaller scanning projects such as department file cleanouts, medical chart conversions, legal matter files, and limited backfile digitization. All work is completed in a secure scanning facility and follows HIPAA and CJIS compliance standards to protect sensitive information. Your documents are handled by trained scanning personnel with procedures designed to maintain confidentiality and document integrity from intake through delivery.

Document scanning is used across many industries including corporate offices, healthcare providers, law firms, architecture and engineering groups, education, public safety, and government agencies. Services may also be available through cooperative purchasing contracts such as Vizient, Systec GSA, Systec TXMAS, Kansas State, University of Texas, Texas A&M, Oklahoma University, and others.

What We Scan & Box Information

1. We scan documents up to 11.7" x 33" and smaller.
2. Per-box pricing is based on letter, legal, and smaller documents packed in standard letter or legal record storage boxes measuring 12" W x 15" D x 10" H (1.2 cubic foot boxes).
3. Standard letter or legal boxes hold approximately 2,400 images per box. Double-sided pages count as two images. We assume approximately 10% of pages will be double-sided. Post-it notes and attached inserts count as images.
4. Boxes containing more than 2,400 images will be billed on a per-image basis after the work is completed.
5. The per-box price includes preparing documents for scanning.

Technical Information

1. Images 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 with full-text search capability in Adobe Reader, allowing keyword searches within PDF files.
3. Image indexing and file naming are created from client-provided data. The data file should include a maximum of three fields for indexing.
4. Supported indexing formats include CSV, Excel, SQL, Tab Delimited, Access, and other electronic file formats.
5. Documents are delivered in multi-page PDF format, with other file formats available upon request.

Ordering Process

1. After an order is placed, a customer service representative will contact you and provide shipping instructions for sending your boxes to our scanning center. A typical pallet holds 32 boxes measuring 12" W x 15" D x 10" H.
2. The customer provides a data file for the boxes.
3. We will contact you once we receive your boxes at our scanning center.
4. Our scanning team performs 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 prepping and scanning process if you need one of your files.
6. Our team preps documents for scanning by removing staples and paperclips, fixing earmarks, and repositioning Post-it notes that cover text.
7. A scanning specialist scans your documents using one of our high-speed scanners.
8. After scanning, quality control reviews every image, removes any blank images, crops and rotates images as needed, and verifies readability. You will not be charged for blank images.
9. We mail your electronic PDF files on an encrypted hard drive. When you receive the hard drive, contact us for the encryption code to access and download the files.
10. We retain your hardcopy paper boxes for 60 days while you review your images. After 60 days, we can:
    • Shred your files for an additional charge.
    • Ship your boxes back to you (freight not included).
    • If an option is not selected after 60 days, a $1.25 per box per month storage fee will apply.
    • Alternatively, we can host your images for $1.25 per box per month.

No additional information available.