Onsite Document & Backfile Scanning Services | HIPAA CJIS GSA

Combat the Cost of Paper with Digital Documents

There are numerous costs incurred when storing paper. You have to pay for the ink and paper to print documents on and then devote an area in your office specifically for storing it. And then there is the extra cost of destroying paper documents once they have reached the end of their lifecycle. Of course this doesn’t even take into account the cost of losing a paper document or a natural disaster destroying it. Digital documents, on the other hand, don’t come with these kinds of challenges and costs. Digital documents provide increased efficiency, mobility, and reduced space usage. Learn more about high-speed document scanning services.

So how can you easily convert your existing paper documents to digital documents? The answer is simple; you can do it by using our onsite document & backfile scanning services. All of our onsite document & backfile scanning services are HIPAA and CJIS compliant and available on GSA Schedule Contract.

What Do Our Onsite Document & Backfile Scanning Services Include

Our onsite document & backfile scanning services include many steps to ensure that your project is done right so that the transition from paper to digital documents goes very smoothly.

The first step includes setting up cameras in a secured room within your facility. Once the room is properly secured, we will receive and audit your record boxes. The files in each record box are audited and a barcode scanning sheet (to identify and track the files) is placed in the front of each file folder before documents are prepped for scanning.

Next, the file boxes are sent to a document prepping station where we remove staples, paperclips, and fix dog-eared documents. We make certain we are following the guidelines you’ve set out for on how to handle and scan post-it notes, photos, and any other special documents. Once the files are properly prepped, they are ready to be scanned.

As documents are being scanned, attendants ensure the images are clean and clear. After documents are scanned, they are ready for quality control. The digital documents and compared to the originals to closely inspect and make sure that all standards are met. Documents that don’t meet standards are manually rescanned. Once all paper is converted to digital documents, they are outputted to a CD, DVD, or an online cloud repository.