Revolutionize your document management with our top-Rated Document Scanning Services. We offer secure, high-quality scanning of critical documents, providing seamless digital integration. Save directly to your email, flash drive, or preferred cloud service. Our comprehensive scanning solution ensures every page is meticulously indexed and quality-checked, enabling instant access and streamlined organization for your essential business needs.
Document Scanning Overview
Need to Convert Documents To Digital? Securely scan important docs and save to PDF, an email, flash drive, or the cloud.
Welcome to the premier Document Scanning Services 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.
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.
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.
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.
Document Imaging Services transform your paper documents into digital formats, ensuring efficient organization, easy access, and secure storage for all your important files.
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.
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 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.
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.
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.
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.
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.
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. Here is a link to assist you in some preliminary estimation. Check Here.
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.
What Our Client Says
- Nina P.
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.
- Cameron V.
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.
- David L.
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.
- David B.
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!
- Ted R.
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.
- Jan a.
eRecordsUSA did a wonderful job scanning a large, irreplaceable, almost 100-year-old original opera. After checking with the State Library and other printers, we learned that eRecordsUSA was the company that could handle our job. The owner understood the job's importance to us and did the job quickly and professionally.