Construction Document Scanning and Document Management Services

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Elevate Your Construction Business With Document Management Services

Managing construction documents is a complex task due to their extensive, detailed, and frequently revised nature, making traditional paper-based management error-prone. Large-format document scanning services offer a transformative solution for construction professionals, converting physical documents like blueprints and engineering drawings into digital formats.

This transition to digital documents streamlines workflow efficiency and collaboration. It empowers professionals to swiftly access and distribute essential plans, accelerating decision-making and project management. Whether collaborating on-site, addressing change orders, or managing unexpected challenges, digital documents provide a seamless and accessible solution for construction projects.

Benefits of Outsourcing Your Large Format Scanning

A reliable, high-resolution document scanning solution can simplify large-format construction documents. Benefits of Record Nations’ Construction Document Management Services include:

Efficient Bid Preparation

Digital documents speed up bid preparation by integrating seamlessly with project management systems.

Streamlined Change Orders and Billing

Digital versions of documents can be easily tracked from creation to submission.

Eliminate Misfiled Documents

Avoid costly reprints by ensuring all documents are readily accessible.

Enhanced Security

Protect documents with state-of-the-art systems, allowing controlled access and tracking.

Effortless Compliance and Safety Management

Centralized, indexed digital documents simplify compliance for projects and employee records.

Construction Document Management FAQs

What types of documents can be digitized and managed?

You can digitize various documents, including engineering drawings, architectural renderings, circuit diagrams, and more. Additionally, business documents like records, safety sheets, and employee training records can be integrated into a searchable document management system.

How does digital document management improve change order and billing processes?

Digital versions of change orders and billing documents can be easily tracked within a document management system, ensuring accuracy and traceability throughout the project lifecycle.

Can digital document management help with regulatory compliance and safety records?

Yes, digital document management simplifies compliance by centralizing regulatory and safety documents, ensuring they are up-to-date, easily searchable, and accessible from any device.

How can document scanning improve security for construction documents?

Document scanning enhances security by enabling controlled access to documents, tracking document access, and reducing the risk of misplacement or unauthorized reproduction.

How secure are your document management services?

All of our service providers meet or exceed all state and privacy regulations, including HIPAA. In addition, you can choose to have your service provider come to your location to scan your documents.

Will I be able to edit my scanned construction documents?

Yes, with the help of OCR technology, you can easily search for, edit, and share your construction documents, drawings, and diagrams.

What is the typical turnaround time for a project?

The timeline of your project will depend on the type of service(s) you need, the complexity, and any other special requests. Large-format documents take longer to scan so it's important to keep that in mind. Your service provider will be able to give you a more accurate timeline when you contact us with the details.

How much does scanning my construction documents cost?

On average, it costs 7-12 cents per page, but it will depend on the size of your project, the complexity, add-on features, and any other special requests. When you contact us with the details of your project, our service providers will be able to give you a more accurate price quote.

How do I need to prepare my construction documents for scanning?

Generally, you should organize your documents in the way you want to index them in your digital storage system. They should be free of any damage, and you should remove staples, paper clips, or other bindings so the scanning process can run efficiently and smoothly.

How much does off-site storage cost?

Typically, records storage costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

How do I prepare my documents for off-site storage?

1. Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.

2. Remove Unnecessary Items: Take this opportunity to purge any records that are no longer needed or relevant. Dispose of outdated documents following your organization’s document retention policies and regulations.

3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.

4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific records when needed.

5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track your documents.

6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.

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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.