Document Scanning Services
Go Digital with Document Scanning Services
There’s no doubt about it — document management is going digital. Join the ranks of companies like yours that want a streamlined, more secure way to manage their data. Converting your documents means increased accessibility, easier collaboration, and fewer administrative headaches.
Our services aren’t just for businesses, either. Individuals with document scanning needs can rely on Record Nations for access to local professionals. Our trusted network of compliant partners have the experience to help you go digital. Ready to get started? Reach out to Record Nations today.
Contact Us For Your Free Quote
We're here to help you explore your options and find the perfect service for your needs.
Service Options for Your Records and Storage
The Document Scanning Process
1. Assess Your Needs: Assess the type and volume of documents that need to be scanned. Categorize the documents, determine their importance, and identify any unique requirements like document size, retention schedule, document quality, or security considerations.
2. Contact Record Nations: Fill out the form on our website or call us at (866) 385-3706. We’ll help you choose the right service and connect you with local large format scanning professionals.
3. Get Your Free Quote: The local scanning providers will reach out to you with quotes, allowing you to make the right choice for your large format scanning needs.
4. Schedule Your Service: Once you’ve chosen a scanning service provider, you’ll schedule your service with them and prepare your documents for handoff.
5. Get Your Documents Scanned: Once your scanning provider has your documents, they’ll scan and convert them into digital files and ensure all documents are properly indexed and categorized for easy retrieval.
6. Complete the Service: Your scanning provider will deliver your digital files to you in the format of your choice. Depending on your requirements, your original documents can be returned to you, securely stored, or safely shredded.
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.
20+ Years
Record Nations has over two decades of experience matching customers to the right services.
Partnered with the Best
We are partnered with thousands of partners nationwide providing you with the best, secure options in your area.
Frequently Asked Questions
How do your scanning services work?
- Contact Record Nations – Fill out the form or give us a call at (866) 385-3706 to get the process started
- 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.
- Selecting & Scheduling – After selecting the right option for your business and project, it is time to schedule your service with the provider.
- 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
- 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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
All industries can greatly benefit from our scanning services. Some industry-specific examples include:
What format will my scanned documents be returned in?
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?
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.
