Professional Document Scanning, On Demand

Document scanning is the process of converting physical documents into digital format. It involves using a scanner or specialized equipment to capture images of paper documents and store them as electronic files.

On average, it will cost around 7-12 cents per page. The price will vary on the type of document, size of your project, the complexity, any features you add on, and if you would like to implement any of our storage options.

When you submit a quote request or give us a call, we can help match you to a provider within just a few minutes. Our process is quick and efficient! You can expect us to ask a few questions regarding your needs and specific location, and we will work our magic to see what provider best fits your needs. Usually, you will receive quotes from our recommended providers within a few minutes to a few hours. They will provide you with exact quotes on your project.

Scanning documents offers several benefits, including reducing physical clutter, making documents searchable, enabling easy backups, and enhancing document accessibility and sharing. It also helps in disaster recovery and saves physical storage space.

Increase Efficiency & Improve Workflow – The documents and files that you scan can be integrated into digital workflows, streamlining business processes and reducing manual data entry and paperwork. This can lead to faster decision-making and improved customer service.

Enhance Security & Disaster Recovery – Scanned documents can be encrypted and backed up, enhancing data security and providing safeguards against physical document loss due to disasters like fire, floods, or theft. In addition, you can set up access controls to verify who can view which files.

Improve Accessibility & Collaboration – Digital documents can be accessed remotely, making it easier for employees to work from different locations or access important information while on the go. In addition, multiple employees can easily share and work on the same file at once.

Optical Character Recognition – With OCR scanning, your files can be easily searched for and edited as soon as it’s uploaded into your files or document management system.

Improve Document Retrieval – Scanned documents are indexed and can easily be searched and retrieved using keywords or metadeta. This eliminates the need for manual searching through paper files, saving time and improving productivity.

Almost any type of document can be scanned, including paper documents; photographs; large format documents; medical records; legal documents; financial records; blueprints; microfilm and microfiche; X-rays; and more. 

Document scanning services can handle documents of different sizes, shapes, and formats.

The timing on your scanning project can depend on a number of variables, including the complexity, quantity, and specific requirements (indexing, redacting, etc). This is a question that our service providers would be able to answer more in depth. Many of our providers can handle projects pretty quickly, but this can vary by provider, season, and timeline needed. 

After connecting with us, we can help you figure out what timing is best for both parties.

Our network of service providers supports a variety of file formats, including PDF, TIFF, JPEG, and more. They can work with you to ensure compatibility with your systems.

With our easy-to-use conversion calculator, you can determine how many boxes of paper you have based on your current method of storage. 

If you need additional help, give us a call and we can walk you through it.

Our service providers can accommodate a wide range of document sizes, from small receipts to large format drawings. They have versatile scanning equipment and can customize their services to meet your specific needs.

In general, documents should be organized and free from any debris or damage. Staples, paperclips, and other bindings should be removed to ensure the scanning process is smooth and efficient.

Yes – our service providers’ scanners are equipped to scan both sides of papers at the same time. Your documents will only pass through the scanner once.

Document indexing is when you associate or tag documents with different “search terms.” You will be able to easily search for files using the keywords of your choice. Some examples you can index by are case number, dates, patients’ names, invoice number, order numbers, addresses, and more.

Document imaging takes a digital “image” copy that is only readable. Digitizing typically incorporates OCR scanning that allows you to edit your digital documents.

Yes, our local providers offer OCR services to convert scanned images into searchable and editable text, enhancing the usability of your digitized documents.

With day-forward scanning, you select a future date when you will first scan your archives of existing documents. From that date on, your new documents will be scanned as soon as they are created.

Yes, many of our partner document scanning and records storage providers offer remote access solutions, such as cloud-based platforms or secure online portals, for convenient document retrieval.

Documents scanned by a scanner are generally better. These files, when scanned professionally, are clear, high-resolution, easy to upload to an electronic document management system, sharable, and highly secure. Professional scanning is a quick and affordable process through Record Nations. Let us help you find providers in your area

Most of our partners offer both on-site and off-site scanning services. Depending on your preference and the volume of documents, they can tailor their services to meet your specific requirements.

Here is a general overview on how walk-in scanning works:

1) Gather your physical documents.

2) Visit a walk-in document scanning service center.

3) Pay the service fee (usually a per page price)

4) Hand over your documents to the service center personnel.

5) Trained personnel will scan your documents using professional equipment.

6) Receive the digital files based on your chosen delivery method.

After scanning, your records can be securely store, return to you, or securely destroyed, depending on retention times. If you choose storage, we have providers that can assist with keeping them in a controlled and secure environment.

The level of security in the scanning process depends on the document scanning service. Our service providers are reputable and ensure the utmost security measures throughout their practices. We at Record Nations prioritize confidentiality and integrity through measures such as physical security, restricted access, encryption, and secure destruction of original documents.

Our service providers are well-versed in legal and compliance standards. They ensure that their scanning processes adhere to industry regulations and can provide guidance on specific considerations relevant to your business or industry.

All industries can greatly benefit from our scanning services. Some industry-specific examples include: Medical, Legal, Buisness, Financial, Insurance, Government, Education, Human Resources, Automotive, Real Estate, Construction, Transportation, Manufacturing, Agriculture, Energy, Hospitality, and More!

Medical records scanning converts paper-based medical records into digital formats, improving access, retrieval, and patient care. Benefits include reduced storage costs, enhanced data security, and streamlined record management.

Our network of providers can accommodate medical record projects of various sizes, from small practices to large healthcare facilities. Get in touch with us to discuss the specific requirements of your medical records scanning project and connect with the right local provider.

Yes, our local providers offer OCR services for medical records to convert scanned images into searchable and editable text, enhancing the usability of digitized patient information.

Any document that is larger than the standard-sized paper (8.5″ x 11″) is considered large format. Common examples include blueprints, architectural drawings, engineering diagrams/drawings, maps, schematics, sketches and artwork, building plans/drawings, etc.

Your large format documents need to be removed from tubes, racks, rubberbands, or any other type of binding

Large format documents will take a little bit longer than a normal document scanning project because of their size. A large flatbed scanner can only handle one document at a time. Additionally, our service providers know that these types of documents need special care and proper handling to avoid rips and tears during the process.

The price will depend on numerous factors such as document condition and any prep work, the required resolution, indexing, how many you have, and any other special requests such as expedited turnaround time.

Oversized flatbed scanners are necessary for handling large-format documents. Known as wide-format or large-format scanners, these machines can scan such documents in a single pass. These wide-format scanners are capable of providing the necessary resolution needed for large-format documents, ensuring the preservation of every intricate detail during scanning.

Security level will vary depending on the type of document you need to be scanned, but our service providers prioritize confidentiality and integrity. They are all compliant with state and federal privacy laws, such as HIPAA, HITECH, FACTA, and more, and have physical security, restricted access, and encryption, and can securely destroy your documents after scanning if needed.

When you request OCR scanning, your blueprints and drawings will be converted to machine-encoded text that can be edited through a PDF.

Our service providers support a variety of file formats, including PDF, TIFF, JPEG, and more. They can work with you to ensure compatibility with your systems.

What is OCR Scanning?

Most of our partners offer both on-site and off-site scanning services. Depending on your preference and the volume of documents, they can tailor their services to meet your specific requirements.

Our service providers offer additional services like document indexing, metadata tagging, or even integration with document management systems. Additionally, OCR technology can be beneficial for making scanned large format files searchable and editable. Check for these options based on your needs.

1. Give Record Nations a call at (866) 385-3706 or fill out the form to connect to one of our experts.

2. You will receive several free quotes from service providers in your area. Choose the provider that best meets your budget.

3. Gather and organize your blueprints for scanning. Remove any unneccessary bindings or restricting material so the project can move quickly and easily.

4. Your provider will scan your blueprints onsite or offsite and complete the process. You will then get to choose how to store them if you want to destroy them or add ongoing scanning services.

Your blueprints need to be removed from tubes, racks, rubberbands, or any other type of binding.

Most blueprint scanning services can handle a variety of documents, including architectural drawings, engineering plans, maps, and other large-format documents.

Blueprints can be scanned and saved in a variety of formats including PDF, TIFF, JPEG, and more, depending on your preferences and requirements.

Our reputable blueprint scanning providers have protocols in place to ensure the confidentiality and security of your sensitive documents. This may include secure handling, data encryption, and confidentiality agreements. Additionally, all of our service providers follow all state and federal privacy regulations.

The price of your project will depend on the number of pages, the complexity of the blueprints, or other factors. Also, inquire about any additional fees that might apply.

Since blueprints are typically large format, your project will take longer than regular documents because of their size. Flatbed scanners can only handle one document at a time. Additionally, our providers know these documents need special care and proper handling to avoid rips and tears during the process.

Our service providers offer additional services like document indexing, metadata tagging, or even integration with document management systems. Additionally, OCR technology can be beneficial for making scanned blueprints searchable and editable. Check for these options based on your needs.

Microfilm, alternatively referred to as roll film, is available either in an open reel format or within a cassette. Typically, roll film is supplied in lengths of 100 feet for 35mm film, 130 feet for 16mm film, and 215 feet for 16mm film. Microfilm is typically made from a polyester base coated with a light-sensitive emulsion.

Documents are photographed onto the film using a microfilm camera, which captures high-resolution images at a reduced size. The film is then processed using chemical development techniques similar to those used for traditional photography. Once processed, microfilm reels or sheets can store hundreds or even thousands of pages of documents in a space-saving format. Microfilm is commonly used for long-term preservation of archival materials, such as newspapers, manuscripts, government records, and other important documents.

Microfiche is a format for storing multiple pages of documents in a compact form on a single sheet of film. The film sheet typically measures about 4 x 6 inches and contains microphotographs of documents arranged in a grid pattern. Each individual document is reduced in size and arranged in rows and columns on the microfiche, allowing multiple documents to be stored on a single sheet.

Microfiche is commonly used for archiving and storing large volumes of documents, such as library catalogs, newspapers, periodicals, and technical manuals. It offers several advantages, including space efficiency, as many pages can be stored on a single microfiche sheet, and durability, as the film is resistant to deterioration from environmental factors.

COM fiche, short for Computer Output Microfilm fiche, refers to microfilm created from a mainframe data stream or print file. Usually, COM fiche consists of a sequence of images produced at a reduction ratio of either 24X or 48X.

An aperture card is a type of punched card used for storing microfilm images, particularly in technical fields such as engineering, architecture, and manufacturing. The card consists of a sturdy piece of cardboard or paper with one or more cut-out windows, or “apertures,” typically located near one edge of the card. These apertures hold small sections of microfilm containing images of technical drawings, schematics, or other documents.

Our scanning services help in digitizing and preserving historical or important documents stored on microfilm or microfiche, making them more accessible and reducing the risk of deterioration.

Scanning services may handle various microfilm and microfiche formats, including 16mm and 35mm microfilm, and aperture cards.

The price of your project will be based on the number of frames, the type of microfilm, final resolutions, indexing requirements, or other factors. Once you contact us with the details of your project, our service providers will give you a more accurate price quote.

Proper storage of microfilm before scanning is crucial to ensure that the film remains in good condition and that the resulting scans are of high quality. Here are some guidelines for storing microfilm before scanning:

1. Temperature and humidity control: Store microfilm in a climate-controlled environment with stable temperature and humidity levels. Ideal conditions are typically around 20-24°C (68-75°F) and 30-50% relative humidity.

2. Protection from light: Microfilm should be stored in light-tight containers or cabinets to prevent exposure to sunlight or artificial light, which can cause fading and degradation of the images.

3. Dust and dirt prevention: Keep microfilm reels or sheets in protective sleeves or containers to shield them from dust, dirt, and other contaminants. Clean the storage containers regularly to prevent buildup.

4. Avoiding extreme conditions: Avoid storing microfilm in areas prone to extreme temperatures, high humidity, or fluctuations in environmental conditions, as these can accelerate degradation.

5. Proper handling: When handling microfilm, wear clean, lint-free gloves to prevent fingerprints and oil transfer. Handle the film gently and avoid bending or creasing it.

6. Organization: Keep microfilm reels or sheets organized and labeled to facilitate easy retrieval when it’s time for scanning. Use archival-quality labels and markers to avoid damage to the film.

7. Regular inspection: Periodically inspect stored microfilm for signs of deterioration, such as vinegar syndrome (a chemical degradation process), mold growth, or physical damage. Address any issues promptly to prevent further deterioration.