Go to Content

Document Scanning

PROSCAN® Solutions are experts when it comes to converting physical documents into convenient and easy to find electronic files. Our document scanning services are priced per document. Each document is run through our high-speed scanner, and the quality of the scan is checked throughout the entire process by quality control specialists. We offer optical character recognition (OCR) systems to make text and document contents easily searchable. Each document is saved as a PDF or other type of file in your document management system.

Man scanning documents in a professional scanner

Document Scanning

Standard Document Scanning

Standard Scanning services at PROSCAN® are designed to handle everyday business documents such as paper records, invoices, and contracts. This process involves meticulous preparation, scanning, and digital conversion using cutting-edge technology. The benefits of this service include enhanced searchability and accessibility, a significant reduction in physical storage requirements, and improved document security through reliable digital backups.

LargeFormat Scanning

The Large-Format Scanning service is perfect for oversized documents like blueprints, maps, and architectural drawings. PROSCAN® uses specialized, high-resolution scanners to ensure these large documents are digitized accurately, without needing to piece together multiple smaller scans. This service not only preserves the integrity and details of large documents but also makes them easier to share and store digitally.

IndexingServices

Indexing is a critical component of document management that involves categorizing documents in a searchable database. At PROSCAN®, documents are carefully labeled with keywords or codes during the scanning process, which facilitates easy and quick retrieval. This service streamlines the management of digital documents, significantly enhancing organizational efficiency.

Quality Control Assessment Service

PROSCAN®'s Quality Control Assessment ensures that all scanned documents adhere to high standards of clarity and accuracy. Each document undergoes a thorough inspection by specialized quality control personnel, who ensure that the digital outputs are of the highest quality. This meticulous process helps maintain the usability of digital files and minimizes errors in document management.

BulkScanning Services

Bulk Scanning Services are designed for large-scale projects where numerous documents need to be digitized. PROSCAN® utilizes high-speed scanning technology to process large volumes of documents quickly and efficiently. This service is not only cost-effective but also reduces the time needed to convert vast amounts of paper documents into digital formats.

On-DemandDocument Scanning

On-Demand Scanning offers a flexible scanning solution that caters to businesses requiring intermittent scanning services. This service allows documents to be scanned as they come, based on specific client requests, providing a cost-effective and flexible option for managing document conversion without the necessity for regular schedules.

Digital Mailroom Services

PROSCAN®'s Digital Mailroom Services revolutionize the way businesses handle their incoming mail. This service involves the direct reception and digital conversion of mail, which is then electronically sorted and distributed according to client specifications. The benefits of digital mailrooms include enhanced speed of mail processing, improved security, and more efficient distribution of company correspondence.

DocumentDestruction Services

Destruction services from PROSCAN®'s sister company, PROSHRED®, provide a secure and compliant way to dispose of unnecessary or sensitive documents. Utilizing industrial shredding equipment, documents are destroyed in accordance with all relevant privacy regulations. This service not only protects sensitive information but also ensures that businesses comply with legal standards for document destruction.

Why Should Your Business Use Scanning Services?

Data Security and Compliance

Drive Efficiency and Cut Costs

Transform piles of paper into digital files effortlessly with PROSCAN®. Our scanning solutions mean you can reduce physical storage costs, free up valuable office space, and improve your team's productivity. By converting your documents into easily searchable digital formats, we help you save time and resources, allowing your business to focus on what it does best.

Secure Your Sensitive Information

In today's world, where data breaches are increasingly common, protecting your sensitive information is crucial. PROSCAN®'s scanning services offer enhanced security features, ensuring that your documents are safely stored and protected against unauthorized access. With our advanced encryption and secure storage solutions, your business's data integrity is always maintained, giving you peace of mind.

Disaster Recovery

Prepare for the Unexpected

Natural disasters, fires, or even simple accidents can put your physical documents at risk. With PROSCAN®'s scanning services, you can safeguard your business by creating digital backups of your most important files. This not only ensures your business can quickly recover from unexpected events but also secures your long-term success and stability.

Enhance Collaboration Across Teams

With PROSCAN® document scanning services, your team can collaborate more effectively than ever before. Digital documents can be shared instantly, enabling multiple team members to work on the same document simultaneously, regardless of their location. This not only accelerates project timelines but also fosters a more connected and dynamic working environment.

Access Documents Anywhere, Anytime

The ability to access your documents anytime, anywhere, is essential in today’s mobile and fast-paced business environment. PROSCAN®'s scanning solutions provide you with the flexibility to access your files on the go, ensuring that your business operations are never hindered by physical limitations. Whether you're working from home, in the office, or on the move, your documents are always at your fingertips.

Cost Saving

Drive Efficiency and Cut Costs

Transform piles of paper into digital files effortlessly with PROSCAN®. Our document scanning solutions mean you can reduce physical storage costs, free up valuable office space, and improve your team's productivity. By converting your documents into easily searchable digital formats, we help you save time and resources, allowing your business to focus on what it does best.

Our Document Scanning Process

 

Step 1: Getting Started

Our journey together begins with a personalized consultation. At PROSCAN®, we understand that each business is unique. That’s why we kick things off by configuring a customized plan and workflow tailored specifically to your business needs. Our team of experts will work closely with you to understand your document management objectives, ensuring the solutions we provide align perfectly with your goals.

Step 2: Planning

Once we have a solid plan in place, the next step involves getting your documents to us. You have the option to have your documents securely picked up by our team or shipped directly to PROSCAN®. We handle your documents with the utmost care, ensuring they are safely transported to our facility for the next phase of the process.

Step 3: Preparation

Preparation is key to a successful scanning process. Our team meticulously prepares your documents for scanning by removing all staples and binder clips, and carefully unfolding any creased documents. This step ensures that your documents are ready for a smooth and efficient scanning process, minimizing any potential issues and preserving the integrity of your documents.

Step 4: Scanning

With the documents prepared, we move on to the scanning phase. Our state-of-the-art scanning technology captures high-quality images of your documents, transforming them into digital formats. This process is conducted with precision and care, ensuring every detail is captured and your digital documents are a true reflection of the originals.

Step 5: Indexing

After scanning, the next step is indexing. We meticulously organize and label your documents according to the given naming conventions you've specified. This makes it easy for you to find and retrieve any document you need, whenever you need it, without having to sift through piles of paper or unorganized digital files.

Step 6: Quality Control

Quality is non-negotiable at PROSCAN®. Our dedicated quality control team reviews the scanned documents to ensure they meet our high standards for clarity, readability, and consistency. This step is crucial in providing you with digital documents that are not only accurate replicas of the originals but also easy to read and work with.

Step 7: Access

The ultimate goal of document scanning is to make your information more accessible. Once the scanning and quality control processes are complete, you’ll have access to your digital documents at the click of a button. We provide a variety of delivery options to suit your needs, including flash drives, cloud Apps, or APIs, ensuring you can access your documents how and when you want.

Step 8: Destroy or Archive

The final step in the process involves deciding what to do with the original documents. PROSCAN® offers secure destruction services for those who wish to dispose of their documents, providing peace of mind that your sensitive information is handled properly. Alternatively, we can archive your documents in our secure storage facility, keeping them safe for as long as you need.

Document Scanning FAQs

 

Document scanning is the process of converting physical documents into digital formats. This enables easy storage, access, and management of documents electronically, reducing the need for physical space and improving efficiency.

Document scanning offers numerous benefits including improved document accessibility, enhanced security, reduced storage costs, streamlined search and retrieval processes, and a significant boost in overall operational efficiency.

Virtually any type of document can be scanned, including invoices, contracts, blueprints, medical records, legal documents, and historical archives. PROSCAN® specializes in converting a wide range of document types to digital formats.

Yes, document scanning with PROSCAN® is highly secure. We adhere to strict protocols during the scanning process, including secure transportation, storage, and handling of documents. Digital files are encrypted and can be stored in secure cloud environments.

PROSCAN® employs a rigorous quality control process, utilizing state-of-the-art scanning technology to capture high-quality images. Each document is reviewed by our quality control team to ensure clarity, readability, and accuracy.

Absolutely. Once scanned, documents can be accessed remotely from any device with internet access. PROSCAN® offers various solutions for digital document access, including cloud storage and custom APIs.

The timeframe for a document scanning project can vary depending on the volume of documents and the specific requirements of the project. PROSCAN® works closely with clients to establish timelines that meet their needs.

No, there are no strict size limitations. PROSCAN® is equipped to handle documents of virtually any size, from small receipts to large blueprints and everything in between.

Clients can choose to have their original documents securely destroyed or returned to them. PROSCAN® also offers archival services, providing secure storage for documents that need to be retained.

Yes, document scanning is an environmentally friendly option. It reduces the need for paper and physical storage, contributing to less paper waste and a smaller carbon footprint.

The cost of document scanning services can vary based on the volume of documents, the level of indexing required, and any specific handling or security requirements. PROSCAN® provides customized quotes based on the specific needs of each project.

Yes, PROSCAN® can integrate scanned documents into a variety of existing document management systems and platforms, facilitating seamless workflows and access across your organization.

Getting started is easy. Simply contact PROSCAN® to schedule a consultation. Our team will assess your needs, provide a customized plan, and guide you through the process from start to finish.

Besides document scanning, PROSCAN® offers a full suite of document management solutions, including document destruction, data capture services, and secure document storage, tailored to meet the diverse needs of businesses.

Absolutely. PROSCAN® is well-equipped to handle large-scale document scanning projects with efficiency and precision. Whether it's a few thousand or several million pages, we have the infrastructure and expertise to manage projects of any size.

Learn More About Our Scanning Services

For price quotes or more information about how to arrange scanning services for your documents, please contact us today.

Cookie Policy

We use cookies and other tracking technologies to ensure you get the best experience on our website, assist with navigation, analyze your use of our services, and assist with our promotional and marketing efforts. If you continue without changing your browser settings, you are providing consent to our Cookie Policy. Click here to learn more about our privacy policy.