Document Scanning Services
Digitize with Ease: Professional Document Scanning Services
Are you looking to increase efficiency, enhance accessibility and security, and reduce costs in your office? Record Nations is your trusted partner in transitioning to a paperless environment through our comprehensive document scanning services. Whether you prefer a gradual transition or need all your records digitized at once, we’ve got you covered.
Our cutting-edge scanning solutions are designed to simplify the entire process, benefiting your business in multiple ways. By converting your records into digital formats, you not only save money but empower your employees with more time to focus on essential, core tasks.
Discover the advantages of a digital document system today with Record Nations, and elevate your business to the next level of growth, productivity, and success.
Benefits of Going Digital With Professional Document Scanning Companies
Improve Workflow
Digital documents can be found, retrieved, and shared instantly. Your team will be able to collaborate more effectively and respond to customers without delay. With customers expecting their needs to be met on increasingly shorter timelines, every minute and hour saved is crucial. Additionally, digitizing your operations ensures you and your employees can work from anywhere, and at any time.
Increase Security
By implementing your scanned documents into a digital storage system, you can boost security with features like automatic data backups, encryption, and access controls to limit who can see these files. In addition, your service provider can shred your paper copies after they are scanned to reduce your chances of a data breach or identity theft even more.
Control Spending
Scanning documents costs just cents per page and reduces storage, printing, and mailing expenses. It also reduces the long-term costs of paper storage and organization. Once those documents finish uploading to the cloud, they remain there for as long as you need them.
Preserve Your Company Records Forever
Not only does document scanning decrease the number of physical documents around the office, but it also helps to preserve your company’s records. There is a lot of value that comes from records and maintaining documentation throughout the years. Document scanning helps to preserve this memory while also pushing the organization toward a more modern future.
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Document Scanning FAQs
How do document scanning services work?
1. Contact Record Nations at (866) 385-3706 or fill out the form.
2. Receive quotes from multiple partners in your area. Our partners will reach out to you directly and provide their estimates.
3. Select the best option for your price range and schedule a service.
4. Gather and organize your documents for scanning. Remove any unneccessary bindings or restricting material so the project can move quicker and easier.
5. Your provider will scan your documents and complete the process either onsite or offsite. The next steps are to consider storage options, document destruction, or on-going scanning.
How much does document scanning services cost?
On average, it costs between 7-12 cents for each page scanned. However, the price will depend on the size of your project, any add-ons you require, indexing, and if you would like to implement any of our storage options.
Are your document scanning services secure?
Our service providers all prioritize confidentiality and integrity. They comply with state and federal privacy laws, such as HIPAA, HITECH, FACTA, and more. Their scanning facilities have physical security and encryption, and can securely destroy your documents after scanning if needed. You can even scan your documents on-site for the utmost security.
How do I prepare my documents for scanning?
Generally, you should organize your documents in the way you want to index your files in your digital storage system. They should be free of any damage, and you should remove staples, paperclips, rubber bands, and other bindings so the scanning process can run efficiently and smoothly.
What types of documents can I scan?
Almost any type of document can be scanned, including paper documents, medical records, legal documents, financial documents, and more. Our service providers can handle any size, shape, and format you have.
How long will my document scanning service take?
The timing of your project will depend on the complexity, quantity, and any specific requests (indexing, redacting, etc.). When you connect with the provider of your choice, they will give you a more in-depth timeline.
Will I be able to edit my scanned documents?
When you request for OCR scanning, your documents will be converted to machine-encoded text that can be edited through a PDF.
What will happen to my documents after they're scanned?
You can choose from one of the off-site storage options if you need to keep your documents for retention requirements. Otherwise, our scanning providers will securely shred them for you. Additionally, if you need digital storage for your newly scanned documents, we can set you up with a DMS or cloud storage.
Taking Full Advantage of Document Scanning Services
Optical Character Recognition (OCR)
Transform your documents into any format while making the files editable and searchable. 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.
On-Site & Off-Site Scanning
Depending on the service provider, both options are commonly used for transforming documents into digital. On-site scanning digitizes the documents at your business making it a convenient and compliant option. Off-site will transport the documents off-site to perform the digitizing and then bring them back to you.
Digital Document Storage & Management
If your business does not already have a system in place, Record Nations can connect you with a cloud storage service or document management system (DMS). These services will boost your security and keep your digital documents organized. By shredding the old copies after implementing a digital storage service, you will be keeping your office space clear and free of risk.
