#1 Document Scanning & Imaging Services Company in San Francisco, CA

Are you searching for a reliable solution to convert your paper documents into digital formats? Our Document Scanning & Imaging Services Company is here to assist you. We specialize in providing high-quality scanning and imaging services that transform your physical documents into clear, easily accessible digital files. Whether you need PDFs, TIFFs, JPEGs, or other digital formats, we customize our services to meet your specific needs.

Choose our Document Scanning & Imaging Services for a seamless transition from paper to digital, enhancing the accessibility and manageability of your valuable information. Trust our proven expertise with more than 20 years of experience to help you streamline your document storage and retrieval systems, ensuring your records are preserved and protected for future use

Home 9 Document Scanning

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    Document Scanning Overview

    Need to Convert Paper Files and Documents To Digital? Securely scan important docs and save them to PDF, an email, a flash drive, or the cloud.

    Welcome to the premier Document Scanning Services Company in San Francisco, California. We are a Certified Minority & Woman-owned Small business, based in Northern California, providing high-quality backfile conversion/scanning & digitizing services Specializing in a spectrum of digitization solutions, from legal document scanning to architectural drawing digitization, we cater to diverse industry needs.

    #1 Document Scanning & Imaging Services

    Our scanning services emphasize regulatory compliance, including HIPAA and GDPR, ensuring top-tier security and privacy for your sensitive documents. Proudly collaborating with local San Francisco businesses and offering eco-friendly practices, we’re not just a service provider but a community partner. Experience seamless document management with our cloud storage integrations, including Google Drive and Dropbox, combined with the convenience of swift, on-site scanning services. Trust us to transform your paper archives into digital masterpieces, tailored to the dynamic pace of San Francisco’s thriving business landscape.

    Over the years, we have provided clients with many custom solutions meeting their needs, whether you need to digitize tiny slides or large blueprints, we deliver high-quality scanning results consistently.

    A Small Business Delivering Big Results – As a small business, we take a very personalized approach to every single project. Valuing long-term relationships with our clients, we listen to your needs very carefully and pay close attention to the small details throughout your project to ensure the most accurate and high-quality results.

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    Medical Records Scanning

    Discover top-tier Medical Records Scanning Services. Experience swift, secure, and precise digitization of medical records with our advanced scanning technology. HIPAA compliant, easy integration.

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    Litigation Document Scanning

    Streamline your legal processes with eRecordsUSA’s professional Litigation Document Scanning Services. Secure, accurate, and fast digitization of legal documents to enhance your case preparation and management.

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    Document Imaging Services

    Document Imaging Services transform your paper documents into digital formats, ensuring efficient organization, easy access, and secure storage for all your important files.

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    Accounting & Financial Document Scanning

    Streamline your finance operations with our Accounting & Financial Document Scanning services – efficient, secure, and digitizing your financial records for easy access and management.

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    eRecordsUSA has perfected the art of efficiently producing large volumes of successful scans ensuring excellent quality here in the SF Bay Area. We will be scanning everything here at our Fremont, CA. location, nothing gets shipped anywhere else. Through our dedication to client satisfaction, we have earned excellent references in nearly every service industry.

    At eRecordsUSA, we provide Document Imaging Services to a variety of businesses based in San Francisco California, allowing them to save both space and time, and to cut costs by quickly and easily converting vast quantities of documents into searchable digital files. We can scan any type of document, and our primary focus is to provide you with top-quality scans using superior quality scanner and Document capture software

    We ensure 100% satisfaction, and we can provide references if you desire. We also offer full discretion, and your security is never compromised. We do not outsource – all scanning is done in house, using thoroughly vetted employees monitored by CCTV.

    Free pickup and return are available for large-volume jobs or at a nominal charge.  To learn more about eRecordsUSA’s Document Digitizing Services, call us at (510) 900-8800. We would be pleased to speak with you and answer your questions.

    How Does Document Scanning Works?

    Digital Document Conversion Process

    Embark on a journey of efficiency with our Digital Document Conversion Process, designed to seamlessly transition your physical documents into secure, accessible digital formats. Our process begins with a meticulous assessment of your documents, ranging from business contracts to architectural blueprints, tailored to meet diverse industry standards. Once scanned, each file undergoes rigorous quality checks, aligning with HIPAA and GDPR compliance for utmost data security. This end-to-end digital transformation of paper files is not only a step towards a paperless future but also a strategic move to enhance your operational efficiency in San Francisco’s fast-paced business environment.

    Document Scanning Requirements:

    In this stage, your organization’s project requirements are defined. These requirements become the basis of the tailored solution we will develop to convert your files into Digital Assets.  In addition, as a courtesy service, we schedule a time to process a set of sample documents for your review and feedback.

    Document Pick Up & Receipts:

    All pickups are made in secure locked, business vehicles and always by permanent employees; we never utilize any other third-party shipping company. On arriving at the facility, all boxes are received, in a secure and dry receiving area, and handled at all times by authorized representative. Boxes are accounted for, checked for any damage during the transit, and it is ensured that every box is completely secure.

    Documents Received:

    In this stage, we receive the project files and perform an inventory process to log and label these materials/ boxes. These processes allow us to quickly retrieve any materials you may need while your files are in our care. Our goal is to serve your information access needs, minimizing the impact of this project on your ongoing operation/business.

    Document Preparation:

    In this stage, your files are prepared for scanning. The document preparation processes we utilize ensure that the natural order of each file is maintained and that the files are prepared to enable the best possible scanning results. The document preparation team focuses on general project requirements (such as removal of staples, paper clips, binding removal, and document repair & page orientation), as well as repair any damaged areas, and specific project requirements (such as special handling of Post-It Notes, color images, and media). All this is done to ensure the document is scanner ready. This task is the most vital part of the whole process, and our staff works carefully to maintain the integrity of the documents throughout the preparation process.

    Project Set-up:

    In this stage, we tailor the Project Set-up technical requirements based on the specific requirements. These requirements define the tailored processes and quality procedures we utilize to conduct each stage of your organization’s imaging project.

    File Conversion:

    In this stage, your files are scanned.  The scanning team focuses on general project requirements (such as image settings, file format, page size, and paper thickness), and specific project requirements (such as special processing of odd-size pages, color images, and double-sided pages). The Scanning Services Quality Lead performs a 100 % review of the scanned files, to ensure that all imaging requirements are met. During the scanning process, the primary concern of the scanning operators is to ensure and maintain the integrity of the documents. While scanning, we always ensure there is an operator on each scanner, all the time, to quickly be able to make adjustments when needed.  Your digital files are saved in the format of your choice (PDFs, JPGs, TIFFs, and more). For easy access, we’ll migrate your files to the document management software of your choice for easy access.

    Post-conversion Services:

    In this stage, the files are converted into the required file format and processed utilizing the required image enhancement. If defined as a project requirement, Optical Character Recognition (OCR) is performed to enable word-level search and retrieval.  In this task, each letter in an image is processed.

    File Naming, Coding & Quality Review:

    In this stage, the files are named, indexed and coded to enable search and retrieval and, if OCR was performed, a secure word-level search within and across the digital files. To achieve the highest quality coding results, we focus on naming and coding accuracy and validation.

    Project Deliverable & Quality Review:

    In this stage, your organization’s digital files are stored on a secure FTP or hosted solution and a Project Status Report is prepared. We pride ourselves on our ability to provide the best possible deliverable in the time required and have designed each stage in the conversion process with a focus on quality. As detailed in the description of the stages above, we take every measure to ensure consistency and quality.

    Deliverable Sent / Files Returned or Recycled:

    In this stage, your digital documents are shipped and the files Returned, Recycled or Certified Destroyed as per your requirements. Once you receive and review the digital files, upon request we initiate our electronic file destruction procedures, which permanently delete your files from our systems.

    Document Retrieval Services:

    To ensure that the documents and file are always assessable to our customers through, out the image conversion project, we dedicate an operation supervisor and a customer service representative, for any file/ document retrieval request that is made during regular business hours (8.00 am to 5.00 pm Monday through Friday). Requests will be delivered to authorized employees via secure password-protected PDF files or through secure encrypted file sharing systems only.

    Document Scanning Types

    Types of Documents we scan Includes:

    • Document digitizing services & backfile conversion of Education records, Federal Government records, Financial records, Historical, Human Resources, Insurance, Legal/ Litigation records, Medical & Patient records, Pharmaceutical & Biotechnology, Publishing & Media, State & Local Government, Utility Companies service records, Technical Manuals & Ship Drawings, Personnel Files, Case Files, Contracts, Legal Files, Facility Records, Engineering Drawings and Plans.
    • Archives digitization services document digitizing services & book scanning, including fragile/ historical records. Archival Media types, including Annual Reports, Board Minutes, Consumer Catalogs, Correspondence, Employee Newsletters, HR Files & Contracts, Manuscripts Collections, Maps & Drawings, Media Libraries, Microfilm & Microfiche, News Clippings & Articles, Photo Collections, Sales & Marketing Materials, Research Files, Trade Catalogs, Legal Documents, Art Work.
    • Book scanning services such as Lab notebooks, research books, scrapbooks, ledgers, deeds, technical manuals, textbooks, yearbooks, artwork, bound newspapers, catalogs, sacramental registers, rare & fragile, bibles, catalogs, vital record books.
    • Microfilm, aperture cards, slides, negatives, photo slides & negatives, photo & photo albums.
    • X-ray film & NDT radiographic film digitizing.
    • Large format document scanning, such as engineering drawings, architectural plans, blueprints, maps, survey books, manufacturing & Graphical designs, posters, land maps & surveys, etc.
    • Newspapers & Magazines, Publications, Tabloids, Old delicate legacy Letters & Post Cards.
    • Survey & Research scanning & Data Processing

    We digitize for many small & large businesses, many fortune businesses, schools and universities, publishing houses, libraries, writers, businesses, and private individuals.  To learn more about eRecordsUSA’s Document Digitizing Services San Francisco, California, call us at (510) 900-8800. We would be pleased to speak with you and answer your questions.

    San Francisco Document Scanning & Digitization Services

    eRecordsUSA specializes in document scanning & digitization services for the following:

    • Small and Medium-sized businesses
    • Corporations & Fortune 500, Large corporations
    • Law Offices & Legal Offices
    • Accountants & Financial Institutions
    • Insurance & Mortgage Businesses
    • Architects & Designers
    • Medical Offices & Patient records
    • Schools and Universities
    • Government, Federal, State & Local record scanning
    • Manufacturing & Shipping>
    • HR departments & Employee Records
    • Private citizens
    • Media & Publishing
    • Libraries Public and Private Collections
    • Laboratories and Research Institutes

    In addition to top-quality scans, we offer individualized attention, fast turn-around, competitive pricing, and flexible payment terms. Your documents can be scanned in color or black and white, and stored on CD/DVD, in our document cloud, or both.

    We also offer you the option of having your documents shredded or returned to you. Free pickup and return is available for high volume jobs.

    How To Prepare For Scanning to Streamline Your Document Scanning Project?

    Key steps include determining whether to scan in-house or outsource, deciding on the organizational structure of digital files, and preparing documents meticulously. Preparation involves setting up a station with necessary tools, using patch sheets for proper document separation, and removing fasteners and cleaning documents. Documents should be organized, prioritized, and sorted before scanning for efficient processing and future retrieval.

    Below you can find the checklist

    • Deciding between in-house scanning or outsourcing to a professional service.
    • Choosing to scan documents onsite or offsite.
    • Organizing documents logically in file cabinets or boxes.
    • Determining the digital organization structure (folder level, document level).
    • Setting up a document prep station with necessary tools.
    • Using patch sheets for document separation.
    • Removing staples, paper clips, and cleaning documents.
    • Straightening and repairing damaged papers.
    • Taping down non-standard sized documents.
    • Grouping papers by size.
    • Stacking prepared documents and staging them for scanning.
    • Prioritizing documents for scanning based on urgency and sorting them efficiently for easy retrieval post-digitization.
    • Deciding which documents to destroy post-scanning.

    Cost Of Document Scanning in San Francisco, CA

    Document Scanning Prices

    Document Scanning, when done right, is an extremely detailed and a multi-step process, and also when not done right, could cost your business dearly and also possible legal troubles. You need to work with a vendor who has the experience to ensure every page is scanned and no pages were missed while scanning.

    When asking for document scanning prices, it is very important to know, what the Digital Conversion Process entails. Does it include for Pick up, Pilot box (sample scans), Document Preparation, Scanning, 100% Quality Control Assurance ( image comparison with original), Indexing/ File Naming, Indexing QA, Quality Control for Indexing, OCR Full Text Searchable, Final QA, Image Delivery?

    Cost to Scan Documents

    To understand the pricing for document scanning services, one should prepare or figure out the following questions, these help in our understanding, and therefore providing an accurate estimate;

    • The number of documents/ pages to be scanned.
    • Are your documents single-sided/ or both sided.
    • How much prep work is required.
    • The size & type of documents/ papers to be scanned.
    • Originals require Bitonal, Grayscale/ Color  scans, scan resolution, etc
    • Whether documents are to be shredded or returned after processing
    • Desired digital file format e.g, PDF, JPEG or TIFF etc
    • How are the documents stored, in boxes (size & kind), cabinets/drawers, (type)?
    • What manpower, space, and financial resources can you budget for the project?

    Document scanning pricing for any project may vary based on your requirements and the purpose of the scanning project. It also depends on the type of records that you have in hand to be digitized.

    The first step is always to determine the volume of documents, that you estimate to have to scan, along with the requirements of the service, or any unique file naming and organization structure. Estimate the number of pages, as an initial step, because it is the best way to receive an accurate quote. Instead of counting individual pages, you can provide us information.

    You also must keep in mind whether you need single-sided or double-sided scans. Double-sided pages add to the image volume thus, adding to the processing, review, conversion, and final cost.  Also one has to consider the prep work needed to scan the records, as it takes quite it of time to prep the documents, removing staples, paper clips, taping torn documents, fixing or straightening corners, adding document separators.

    We can price the project to include the following prep work:

    • Removing documents from file folders.
    • Removing staples, binding, clips, and other fasteners.
    • Taping documents, which need repair, tears.
    • Moving small post-it notes if covering content to the blank area, to capture all content.
    • Adding separators between separate documents, to be identified & indexed.
    • Removing binding, or cutting spine of bound originals.

    The pricing of the project will vary based on the above factors. Larger projects, with multiple batches and bulk records, always entertain more aggressive pricing, per image or per box. We are happy to work with our customers to provide fixed boxed pricing or offer to the price per image. Pricing can be offered to include prep work, 100% Quality check, secure NAID shredding, pick up and return of the originals. Secure transfer of the scanned records is offered complimentary to all customers. Requesting scans in any physical media would add cost to the project for the additional cost f the media, and the whole invoice is then subject to sales tax as applicable for tangible deliverables.

    At eRecordsUSA, we do not represent ourselves as being the cheapest scanning service available. We do, however, offer unparalleled quality and customer service, and would be pleased to provide you with a free, no-obligation quote. Simply call us at (510) 900-8800, or use the Contact Us form and we’ll get back to you within 24 hours.

     

       

      Book Scanning

      What Our Client Says

      •   Mr. Sharma is very professional and friendly.  We had eRecords scan our books for archive purposes.  The quality of their service is amazing.  They are fast and timely.  I am very glad that we used eRecords to scan our books and wouldn't hesitate to contact eRecords if we need digitizing/imaging service in the future.

        thumb Esther L.
        12/19/2023
      •   eRecords has provided an amazing high quality scanning work for our books. Mr. Sharma is very detail oriented and the results are just excellent!

        thumb Eliana D.
        12/12/2023
      •   I contacted eRecords for a small-scale scanning job. Although they usually work on large projects, Pankaj was more than willing to help with what I was looking for! The scans that came back were high quality, and delivered in a timely matter. eRecords was also the business that quoted me the most competitive price. I would definitely recommend - Pankaj is knowledgable and a great collaborator to work with on meeting any scanning service you may need.

        thumb Nina P.
        3/23/2023
      •   ERecords USA has provided Fast, Timely, and Amazing quality service for scanning my books and magazines. Ritika, Pankaj, and their Staff are very friendly, flexible, and easy to work with. They go above and beyond in their service. I give them  A+++.

        thumb Rahul P.
        2/28/2023
      •   I have used eRecordsUSA on three separate occasions and each job was performed exceptionally. All files scanned at high resolution, organized, and returned in a timely manner. Pricing was also very reasonable for such time-intensive work. Management was also very good with their communication.

        I am a digital nomad that owns zero paper, so having all of my files in Google Drive is imperative. With Google's OCR (Optical Coherence Recognition) I can now find my files at lightning speed. ie - I search for [deed], [roof repair], [assessment], etc. and all relevant files "automagically" appear.

        thumb Cameron V.
        12/09/2022
      •   EXCELLENT quality work. VERY professional. I had some kids art work scanned high resolution that was too large for the scanners at copy shops. eRecordsUSA did a fantastic job and I highly recommend them.

        thumb Stephen M.
        11/02/2021
      •   ERecords USA provided a fast and accurate turnaround for a request to duplicate X-Rays.  They ensured that copies were accurate prior to payment and went out of their way to produce within a short time.

        thumb Beth S.
        4/21/2021
      •   Erecords scanned 56 bankers boxes of legal case files and other professional documents for me. This was a particularly difficult and complex job because, in naming files, they had to work from both a written file inventory and the file names on the folders themselves and use a consistent file naming protocol that Erecords and I agreed upon. They did an outstanding job of following this file naming protocol and organizing the documents in digital form to create the file structure that I intended. This job was also difficult because of the variety of page sizes and the age and condition of some of the documents; they managed to accurately capture everything. They also made the job easier for me by picking the documents up at my home. Pankaj at E records was invariably courteous and helpful and spent the time needed with me before the job to develop a digital file structure to make the documents most useful. I highly recommend Erecords for document scanning.

        thumb David L.
        2/27/2021
      •   I chose eRecords to scan over 2000 pages of yearbooks and several hundred photos from the early 90's to early 00's. I was not disappointed. They were one of the few locations in the Bay Area that I contacted that let me drop off and pickup the material in person. The JPG and PDF scans that they sent me were extremely high quality and OCR'd the yearbooks so I can search for text. They were able to repair one of my yearbook's bindings to the point where I couldn't even find the repair! This place is professional and good value for what I received. If something ever happened to my irreplaceable yearbooks and photos I know they're digitized now and backed up to multiple locations on my network and cloud! Highly recommended, Pankaj and eRecords!

        thumb David B.
        10/28/2020
      •   I found eRecordsUSA on an internet search and contacted them to inquire about scanning to PDFs a set of some six hundred old, faded, tattered pages of an underground/community newspaper I co-founded fifty years ago.  I lucked out on this first call, finding a most professional, efficient, accessible, top notch company to help me archive my newspaper despite these trying, pandemic times.

        thumb Ted R.
        7/14/2020

      Trust us with your sensitive information. Easy to say but we can prove we are up to the task…

      We have 6 document scanning super centers certified for security, availability, processing integrity, confidentiality, and privacy thanks to our System and Organization Controls (SOC) certifications.

      • SOC/2 for our methodology, and
      • SOC/3 for the way our systems work to keep documents safe.

      In conclusion, your data will be safe and secure with us. We can handle your most sensitive documents

      Stay protected with a HIPAA compliant solution

      Avoid risk

      U.S. Department of Health and Human Services (HHS) penalties can be enforced against entities found to be non-compliant resulting in hefty fines, potential legal action and poor publicity for your organization.

      Safe and secure

      Having access to documents that contain PHI and PII means your organization must follow strict procedures to protect that information. Leverage ARC’s HIPAA compliant service centers and cloud platform to meet these requirements.

      Protect your PHI

      Maintaining data privacy is a HIPAA requirement. Secure your documents that contain PHI and PII with the appropriate administrative, physical and technical safeguards that ensure confidentiality, maintain the integrity of your sensitive data, and prevent loss or breach.

      Get a free quote

      Scanning has never been easier, get in touch and we will be happy to assess your document scanning project.
      It’s easy to get a free quote:

      How do document scanning services work?

      Here are the steps of our general process for document scanning:

      • Large format documents are barcoded for inventory control
      • Documents are prepared for scanning
      • Documents are scanned (images captured to digital format)
      • Scanned images are quality-checked for clarity & completeness
      • Documents are reassembled for return to the customer
      • Or original documents are prepared for destruction
      • Scanned images are processed into final format deliverables (including file naming and folder structuring)
      • Deliverable images are delivered to the customer (via SkySite, SFTP, Thumb Drive, or CD/DVD)

      Document Scanning Service Types

      We offer several types of document scanning services:


      • Scan by the box services – you box it, we scan it
        We simplify document scanning. You box it and we do the scanning. Only $199 per box (CAN $249/box). With 140 scanning centers to serve you, we will digitize your documents in no time.

      • Large format scanning services
        Convert all your oversized documents to digital content for easier access and better collaboration. Any business and industry can benefit from digitally converting their large format documents. This digital conversion will improve your teams’ productivity and will speed up transitioning to a paperless office.

      • Blueprint and map scanning services
        Scan and digitize large format documents such as maps, drawings, and blueprints to gain major benefits such as improved accessibility and enhanced security. You are always looking or working from the latest set easily shareable. And storing is no longer an issue, and you can save valuable physical space.

      • Medical and HIPAA compliant scanning services
        Improve patient record management and security level thanks to electronic medical records or EMR. By scanning and digitizing all your paper documents including medical records, facilities documentation as well as billing and accounts receivable paperworks will make your healthcare organization more efficient and secure. We meet HIPAA requirements and can handle PHI/PII records.

      • Legal Document scanning
        Save money on storage costs and save valuable space when you scan and digitize all legal and business documents. The digital conversion will give you and your team access to your crucial information anytime and from anywhere.

      Other optional services and add-ons

      E

      Indexing

      E

      Searchable OCR

      E

      Shredding

      E

      Data on DVD or hard drive

      E

      Upload to client's own portal

      E

      Custom batch uploads

      For any industry

      Departments benefiting from scanning paper documents

      What documents can be scanned?

      Short answer: Most documents can be scanned

      General

      E

      Business Documents

      E

      Purchasing Documents

      E

      Financial Records

      E

      Personnel Records

      E

      Facility Plans

      E

      Meeting Minutes

      E

      Legacy Documents

      E

      Blueprints

      E

      Schematics

      E

      Books

      E

      Aperture Cards

      E

      Microfiche

      E

      Microfilm

      E

      MicrofilArchival Recordsm

      E

      Maps

      E

      Invoices

      E

      Legacy Documents

      E

      Xrays

      E

      Photos

      E

      Slides

      E

      Film Negatives

      General

      E

      Employee Records

      E

      Benefit Documents

      E

      Payroll Records

      E

      Occupational Health Files

      E

      Labor Negotiation & Contracts

      Transportation

      E

      Facilities Documents

      E

      Maintenance Records

      E

      Passenger/Ridership

      E

      Records

      Health Care

      E

      Patient Files

      E

      Doctors’ Notes

      E

      X-rays

      Marketing & research

      E

      Forms

      E

      Questionnaires

      E

      Studies

      E

      Surveys

      Accounts payable

      E

      Invoices

      E

      Year-end Files

      E

      Expense Statements

      E

      Purchasing Records

      E

      Bank Statement

      E

      Case Files

      E

      Discovery Documents

      E

      Correspondences

      E

      Contracts

      E

      Client Files

      E

      Deeds

      E

      Wills

      E

      Planning

      E

      Maps

      E

      Street Records

      E

      Housing Files

      E

      Plans

      Education

      E

      Student Transcripts

      E

      Student Records

      E

      Facility Plans

      E

      Board Meeting Minutes

      E

      Historical Records

      Education

      E

      Engineering plans

      E

      Parts/Assembly Drawings

      E

      Maintenance Records

      E

      Part lists

      E

      Service Records

      E

      Microfiche

      E

      Facility Plans

      E

      Equipment Manuals

      E

      Warranty Records

      Education

      E

      Delivery Tickets

      E

      Shipping Documents

      E

      Invoices

      FAQ

      What is document scanning?
      Document Scanning is the process of converting hard copy paper documents into electronic file formats to reduce storage costs, and allow more flexibility in searching and sharing the documents with others.
      Can you handle personal information?
      Yes, eRecordsUSA scanning facilities are HIPAA compliant and can handle and scan documents containing PHI (Protected Health Information) and PII (Personally Identifiable Information).
      What sizes of paper can you scan?
      We can scan paper as small as a business card, all the way up to Maps and Drawings 60” wide by any length, even 20 feet long!
      If my document has multiple pages, can they all be scanned into one file?
      Yes, our methods of scanning can create a multi-page file, most commonly PDF, even having thousands of pages into one PDF file.
      What are the most common files that you can scan my paper to?
      95% of all paper we scan will be converted to a PDF file. On rare occasions, we also scan to a TIFF file format and sometimes others.
      If my paper documents contain color charts or colored text, will the color be retained?
      Yes, be sure to ask for “Color” or “Auto-Color” when requesting service from your vendor. Auto-Color is a method where the scanning equipment examines the page image as it is being scanned, and if there is color present on the original page, then the images saved will also be in color. Otherwise if there is no color on the original, then the image is saved as Black & White.
      Why would I not scan everything in color?
      You certainly can, but be aware that images containing color are much larger than images of just black & white. This is why the Auto-Color option has become a very popular choice for customers.
      What is OCR in simple words?
      OCR stands for Optical Character Recognition. When scanning paper, the immediate result is an image (or picture) of the page. The text on the page is not actually held as “Text”, instead it appears to you and I as text, but it is actually a series of pixels (dots) that form the shape of text. Therefore, in the immediate scanned image, no text is actually present. Next, we run the image file through specialized software that examines the shapes that are formed by pixels, comparing the shapes to actual text characters and then finds the closest match, to create a representative text file. Most commonly, the representative text can then be searched to find specific words or phrases that might have existed on the hard copy paper.
      Is the OCR result accurate?
      The OCR result is only as good as the original hard copy image that it was scanned from. If the original was clean “machine printed” text, then the OCR result can be as accurate as 98% or 99% at the character level. However, if the text on the original was obstructed, or if the original page images was weak in contrast or poor in image quality, then the accuracy of the OCR will quickly diminish
      Can you scan my paper to an MSWord format?
      Yes, the OCR result can be saved to .doc or .docx format, but understand that much of the formatting characteristics, such as tab indenting, numbered or bulleted lines will be lost or not carry the actual formatting characteristics. If you are seeking to have pages scanned to MSWord formats, be prepared to spend time editing the results, and cleaning up the OCR’d text to make the Word file fully usable.
      If I scan my documents, how will I be able to find them?
      In addition to the file naming and/or naming of folders; There are two other ways to search and find electronic documents. First involves associating metadata (aka index data) to the files created. By associating this metadata, some software tools will allow the user to search the metadata to find specific documents. As an example, you can associate a document type such as “Contract” to your electronic result, and also associate a date of expiration of that contract. Therefore, you could search for “Contacts” that expire between a certain date range. The second way to search is by applying OCR technology to create a text representation from the original, where that text can also be searched. So now, you could search for “Contacts” that expire between a certain date range, and that also contain a specific name or phrase, to further refine your search.
      What is the average price of a document scanning project?

      The cost of a scanning project can vary widely based on the size, format, and condition of the original documents as well as the type of services you require such as HIPAA, shredding, or OCR. However, we have made it easy with our Scan by the Box service to quickly estimate the cost based on the number of boxes you have. It will cost you $199/box (CAN $ 249) for a 15x12x10 box. A 15x12x10 box can contain up to 2500 sheets of paper. The price is for single- and double-sided documents. For high-volume scanning needs, ARC offers special and competitive prices. please simply fill out the form, call us at (510) 900-8800, or use our live chat.

      What is the average price of a document scanning project?

      The cost of a scanning project can vary widely based on the size, format, and condition of the original documents as well as the type of services you require such as HIPAA, shredding, or OCR. However, we have made it easy with our Scan by the Box service to quickly estimate the cost based on the number of boxes you have. It will cost you $199/box (CAN $ 249) for a 15x12x10 box. A 15x12x10 box can contain up to 2500 sheets of paper. The price is for single- and double-sided documents. For high-volume scanning needs, ARC offers special and competitive prices. please simply fill out the form, call us at (510) 900-8800 or use our live chat.

      STAGE 1

      Barcode all boxes and documents

      Barcode all boxes
      and documents

      Inventory and secure seal documents at customers sites

      Inventory and secure
      seal documents at
      customers sites

      Secure transport of documents to HIPAA center

      Secure transport
      of documents to
      HIPAA center

      Inventory & confirm sealed boxes at HIPAA center

      Inventory & confirm sealed boxes at
      HIPAA center

      STAGE 2

      Secured and surveilled storage

      Secured and
      surveilled storage

      STAGE 3

      Prepare documents  in secure environment

      Prepare documents in
      secure environment

      STAGE 4

      Scan documents, data encrypted at rest

      Scan documents, data
      encrypted at rest

      STAGE 5

      Document indexing and data normalization

      Document indexing and
      data normalization

      STAGE 6

      Document quality review

      Document
      quality review

      STAGE 7

      Image processing and OCR

      Image processing
      and OCR

      Image and data migration, encrypted at all times

      Image and data migration,
      encrypted at all times

      STAGE 8

      Document re-assembly

      Document
      re-assembly

      Secure transport of documents, return to customer

      Secure transport of
      documents, return to
      customer

      OR

      Document destruction at HIPAA center

      Document destruction
      at HIPAA center

      Document Scanning Video

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