Document Scanning Services

Get a Free Quote in Minutes!

Fill out our form below and we'll contact you with a free quote within 30 minutes during normal business hours.

Back

Digitize Your Papers with Document Scanning Services

Scanning services transform your pile of documents into an organized archive of digital files. Going digital means you will no longer have to spend unnecessary time completing administrative tasks, searching for files, or having to print multiple copies for your team. Digital files can be searched and edited with a simple keyword search. You will be able to take your information anywhere, making it more accessible to remote employees as well. Your business will be able to achieve its goals faster than ever before. 

Record Nations can help you convert documents, microfilm, maps, blueprints, and more. Our services simplify the document scanning process to make the transition painless, compliant, and stress-free. Whether you would like to reduce your storage needs, increase accessibility to your data, or improve customer service, we are confident that we have a scanning solution for you. Our providers can help with scanning standard business documents to intricate compliance requirements across unique industries.

Secure. Efficient. Digitization Made Easy. 

Our network of providers is full of industry experts in scanning and digitizing. Our team is ready to assist in matching you to the best option in your area and your scanning project. Having scanned documents help to improve efficiency as well as increase security measures through encryption enhancements. Businesses reap the benefits of digitizing every day and so can you. Take a step toward a more secure, streamlined, and fully-digital solution today!

Which Service is Right For You?

Use our FREE Records Wizard to find the right document scanning or records storage service for your project.

Why Choose Record Nations

Fast Turnaround

Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.

Nationwide Coverage

We have partners all over the United States and Canada.

Partnered with the Best

We are partnered with hundreds of partners nationwide providing you with the best, secure options in your area.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

How Much Does Document Scanning Cost?

Professional document scanning services can range from 7-12 cents per page depending on where you’re located, how many documents you have, which company you select for your project, and other factors. You can find out more about estimating your document volume and pricing here. Our team will be sure to offer you all the information available to ensure you get the service you need. Be sure to ask for a customized quote from multiple document scanning companies for your project.

The quote on a scanning project is determined by several things:

  • Volume of Documents – The total number of pages to be scanned significantly impacts the overall cost. Generally, larger volumes result in lower per-page rates.
  • Document Type and Condition – The complexity of your documents, such as having staples, bindings, or fragile materials, can affect the scanning process and associated costs.
  • Scanning Requirements – Additional services like OCR, redaction, indexing, or specialized handling for sensitive documents may incur additional charges.
  • Turnaround Time – Expediated or rush projects with shorter turnaround times typically come at a premium cost.
  • Delivery Format – The desired output format, such as searchable PDFs, image files, or integration with specific DMS software, can influence the pricing.

Customized Quotes and Transparent Pricing

At Record Nations, we understand every project is unique. That’s why we offer customized quotes tailored to your specific needs. Our transparent pricing model ensures you have a clear understanding of the costs involved, without any hidden fees or surprises.

To receive an accurate quote, we recommend providing detailed information about your project, including the appoximate document volume, desired services, and turnaround time requirements. Our experts will work closely with you ro assess your needs and provide a comprehensive quote.

Quality Assurance and Secure Handling

Our service providers prioritize security and quality throught the entire document scanning process. Their state-of-the-art facilities and trained professionals ensure meticulous handling of your documents, adhering to industry best practices and compliance standards.

Don’t hesitate to reach out to our knowledgeable team to guide you through the process. We’ll ensure a seamless and cost-effective transitiont to a digital document management system.

A Short Overview About Digitizing Services

How Do Document Scanning Services Work?

  1. Assess: Begin by assessing the type and volume of documents that you or your organization need to be professionally scanned. Categorize the documents, understand their importance, and identify any specific requirements such as document size, retention, quality, or security considerations.
  2. Contact: Call Record Nations at (866) 385-3706 or fill out the form to receive free quotes from scanning providers in your area. Choose the provider that best fits your needs and budget.
  3. Schedule Your Service: Local service providers will contact you to discuss the scanning service. They will work with you to schedule a convenient time for document pickup or onsite scanning.
  4. Scanning and Digitization: The documents are professionally scanned and converted into high-quality digital files. During this process, the service provider will ensure that all documents are properly indexed and categorized for easy retrieval. After scanning, the digital files will be provided to you in the format of your choice.
  5. Complete the Service: Once the scanning process is finished, the provider will work according to your agreement regarding the physical files. There are several options including having the documents returned to you, securely stored, or confidentially shredded

Benefits of Document Scanning Services

Optical Character Recognition (OCR)

OCR analyzes text in the documents and translates the information into readable text characters. This enables computers to interpret the data within documents, allowing you to search, edit, and store digital images. OCR helps increase business efficiency, accessibility, and more.

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 simultaneously.

Improve Document Retrieval

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

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

See What Our Customers Are Saying

Audra
Kansas City, KS
"Tobias was quick to call me after emailing in my interest. He quickly discovered my needs and set me up to speak with the best partner to help me. Great customer service. Would work with him again given the need."
Rebecca
Tallahassee, FL
"Very helpful in my search for a company to scan a large quantity of medical records. She explained the process, that the companies would contact me, sent me a list of them, and followed through quickly. I would use again."
Mike
Lakewood, CO
"I requested some information on digitizing records and filled out a form and within 30 minutes had 3 companies contact me. Very pleased with this company as I have been searching for several weeks now to find someone to respond to my requests."

More Services to Keep Your Data Secure

Offsite Storage

Keep your important documents in a secure off-site facility with climate controls, fire suppressants, access control, 24/7 security.

Learn more about offsite storage >>

Document Management System (DMS)

Find the best digital storage system for your business that offers encryption, access controls, user authentication, and redaction.

Learn more about DMS >>

Document Destruction

Safely dispose of your physical documents, electronics, media, and hard drives with mobile or offsite destruction services.

Learn more about document destruction >>

Document Scanning FAQs

How do your scanning services work?

Open
  1. Contact Record NationsFill out the form or give us a call at (866) 385-3706 to get the process started
  2. Receiving A Scanning Project Estimate – We will find the best partner for you depending on your project scope, location, and other criteria. Our partner(s) will reach out and provide their pricing estimate to you directly.
  3. Selecting & Scheduling – After selecting the right option for your business and project, it is time to schedule your service with the provider.
  4. Preparing the Documents – It is time to gather all of the documents needed for your project. This is also a great opportunity to remove any unnecessary binding or restricting material so the project can move quicker and easier
  5. Scanning & Completion – Your scanning time has arrived and the process is now completed. The next steps are to consider storage options, document destruction, and ongoing scanning (day-forward scanning)

How much do scanning services cost?

Open

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.

How secure are your scanning services?

Open

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.

What types of documents can I scan?

Open

Almost any type of document can be scanned, including paper documents, photographs, slides, medical records, legal documents, financial records, blueprints, and more. We can handle any size, shape, and format you have.

How do I need to prepare my documents for scanning?

Open

In general, documents should be organized in the way you want to index your files digitally and free from any debris or damage. You should also remove staples, paperclips, rubber bands, and other bindings so the scanning process can run smoothly and efficiently.

How long does a scanning service take?

Open

The timing of your scanning project can vary depending on the complexity, quantity, and any specific requests (indexing, redacting, etc.). When you are connected with a provider, they will be able to give you a more in-depth timeline.

Do you offer on-site scanning?

Open

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. 

How can I edit a scanned document?

Open

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

How does indexing work?

Open

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.

Can you scan double-sided documents?

Open

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.

What is the difference between imaging and digitizing?

Open

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

What industries can benefit from scanning services?

Open

All industries can greatly benefit from our scanning services. Some industry-specific examples include:

What format will my scanned documents be returned in?

Open

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 day-forward scanning?

Open

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.

Documents to Consider Scanning

Our partners can help scan any type of document, here are some of the most common:

  1. General
    • Invoices
    • Receipts
    • Contracts
    • Correspondence
    • Reports
  2. Healthcare
    • Patient Records
    • Insurance Forms
    • Prescriptions
    • Lab Reports
    • Consent Forms
  3. Legal
    • Legal Contracts
    • Court Documents
    • Affidavits
    • Briefs
    • Depositions
  4. Finance
    • Bank Statements
    • Invoices
    • Tax Returns
    • Financial Statements
    • Expense Reports
  5. Real Estate
    • Property Deeds
    • Lease Agreements
    • Mortgage Documents
    • Inspection Reports
    • Property Surveys
  6. Education
    • Student Records
    • Transcripts
    • Lesson Plans
    • Research Papers
    • Accreditation Documents
  7. Government
    • Official Reports
    • Permits
    • Legislation
    • Public Records
    • Budget Documents
  8. Nonprofit
    • Grant Proposals
    • Donation Records
    • Nonprofit Bylaws
    • Fundraising Reports
    • Impact Assessments
  9. Construction
    • Building Plans
    • Permits
    • Inspection Reports
    • Safety Certificates
    • Contracts
  10. Hospitality
    • Reservation Records
    • Guest Lists
    • Invoices
    • Employee Schedules
    • Menu Plans
  11. Manufacturing
    • Production Schedules
    • Quality Control Reports
    • Inventory Lists
    • Equipment Manuals
    • Safety Certifications
  12. Technology
    • Software Licenses
    • Technical Manuals
    • Project Plans
    • Patent Documents
    • Security Protocols
  13. Retail
    • Sales Receipts
    • Inventory Records
    • Purchase Orders
    • Employee Schedules
    • Marketing Plans
  14. Agriculture
    • Land Ownership and Property Documents
    • Crop Management Records
    • Supplier and Vendor Contracts
    • Livestock Records
    • Customor Orders and Invoices
  15. Transportation
    • Vehicle Maintenance and Inspection Records
    • Driver and Employee Records
    • Shipping and Freight Documents
    • Safety and Incident Reports
    • Route and Schedule Documents
    • Customer Orders and Invoices
  16. Automotive
    • Vehical Production Documents
    • Sales and Service Records
    • Vehicle Registration and Title Documents
    • Parts and Components Documentation
    • Safety and Recall Documents
  17. Energy
    • Compliance Documents
    • Exploration and Production Records
    • Pipeline and Transmission Documents
    • Environmental Impact Assessments
    • Safety and Incident Reports
    • Customer Service and Billing Records
    • Energy Trading and Market Data

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.