Transforming paper records into a well-organized, easy-to-use digital archive is no small task. Without the right experience or equipment, the process can quickly become overwhelming, and there’s a lot that can go wrong along the way.
That’s why many businesses choose to outsource their document scanning projects to a professional company like SecureScan. Working with an experienced team of trained professionals ensures your project runs smoothly and, more importantly, helps you avoid the common pitfalls of trying to manage the scanning process on your own.
If you’re starting a project like this, you probably have questions about how it all works and what to expect. This guide is here to help you better understand the process and prepare you for what’s ahead, so you can start your project well-informed and with confidence.
1. Evaluate Your Scanning Needs
Before reaching out to a scanning company, it’s important to figure out which documents you need to scan, and which ones you don’t.
It’s unlikely that every record in your archive needs to be digitized. Scanning documents that no longer serve your business is an unnecessary use of time and resources. That said, this doesn’t mean you need to sift through every single page one by one. The goal here is to get a general idea of what needs to be scanned and to estimate of the volume of documents you want to scan. This information will be important when requesting quotes, as its going to be the first question any scanning company asks, including us.
Speaking of costs, pricing generally depends on two main factors: the volume of documents to be scanned and the number of indexes (searchable fields) required for your files. The more precise your estimate, the more accurate the quote and timeline provided will be.
If you’re unsure how to estimate your document volume, we’ve got you covered. Instead of counting each page individually, you can use our document scanning cost estimator to get a reliable estimate based on how your files are stored, whether they’re in banker’s boxes, filing cabinets, or drawers. We built this tool to both save you time and help you plan your project more effectively.
2. Choose a Document Scanning Company
Once you’ve evaluated your scanning needs, the next step is choosing the right company to handle your project. This decision is an important one, as the quality and security of your digital records depend on the expertise of the team you choose. While we’d love to be your partner in this process, we encourage you to explore your options and compare providers to find the best fit.
When contacting scanning companies, be as detailed as possible about your requirements. Providing clear information about your project helps avoid surprises for both you and the company you choose, ensuring a smoother experience from start to finish.
If your records contain sensitive information like PII (personally identifiable information) or PHI (protected health information), it’s essential to verify that the company has the necessary certifications to process those materials securely. For example, at SecureScan, we’re HIPAA certified, SOC 2 compliant, and undergo regular audits to meet the strictest data privacy standards. Not all companies prioritize security the way we do, so don’t hesitate to ask questions and confirm their qualifications.
Speaking of questions, don’t be afraid to ask plenty. Your documents are important, and you deserve to feel confident about how they’ll be handled. A reputable scanning company should be willing to explain their processes, address your concerns, and walk you through each step. If they’re unwilling to provide clear answers, that should be a red flag that something isn’t right.
Choosing the right scanning company is critical to the success of your project. If you’re not sure what to ask, check out our guide to questions you should ask a document scanning company for helpful tips and advice.
3. Packing and Pickup
Once you’ve decided to move forward with your scanning project, the next step is preparing your documents for transportation. The good news? You don’t need to worry about the heavy lifting or organizing everything perfectly. At SecureScan, we bring the manpower, expertise, and tools needed to ensure this step is handled as smoothly and efficiently as possible.
Our team arrives ready to organize and pack your records, even if they’re not perfectly sorted. Whether your files are in cabinets, drawers, or stacks, we take care of labeling and categorizing everything in a way that keeps your data organized and easy to track throughout the process. This means you can focus on running your business without interrupting your team’s workflow.
Each box of documents is assigned a unique barcode, and an inventory of its contents is created to ensure that every record is accounted for from the moment we pick them up to the moment they’re scanned. This meticulous tracking system provides you with peace of mind and a clear chain of custody for your records.
Maintaining a secure chain of custody is something we take seriously. From the moment we collect your documents to the time they’re returned or securely shredded, our team follows strict procedures to protect the confidentiality of your records and uphold the highest standards of security.
By managing the packing process for you, we make it easy to get your project started without adding extra work for your staff.
4. Transportation of Your Documents
Once your records are packed and ready to go, the next step is transporting them to our scanning facility. At SecureScan, we take this part of the process seriously because the safety and confidentiality of your documents depend on it.
Unlike some providers, we never outsource transportation to third-party contractors or mix records from multiple clients in the same vehicle. Once your documents are picked up, they are transported directly to our facility by the same team that packed them. There are no extra stops, transfers, or multiple pickups along the way. This direct approach minimizes risk and ensures your records remain secure and accounted for at all times.
All transportation is handled using company-owned, insured, and bonded vehicles, not rented trucks or third-party couriers. This added layer of control allows us to maintain strict security protocols and provide full accountability for your records during transit.
Upon arrival at our facility, the delivery is cross-checked against the initial inventory to confirm that everything is accounted for. A detailed record of the transfer is documented as part of the secure chain of custody we maintain throughout the project.
This level of care and attention may mean more driving for us, but it eliminates unnecessary risks and gives you confidence that your records are handled with the utmost professionalism and security.
5. Document Preparation
Before your documents can be scanned, they need to be carefully prepared to ensure the scanning process runs smoothly and produces high-quality digital images. This step is meticulous, but it’s essential to getting the best results.
Our team starts by carefully examining each batch of documents to identify anything that might interfere with scanning. Staples, paperclips, and binder clips are removed, and any creases or folds are smoothed out. This ensures the pages feed through the scanners without issues, preventing jams or missed scans.
For documents with handwritten sticky notes, we can tape them securely to the page so that the information is captured as part of the final scan (if requested). Torn or damaged pages are repaired when possible, preserving the integrity of the original document.
If your records are bundled, such as grouped by project, client, or date, we maintain their logical order. Our team separates and organizes these stacks as needed, ensuring your digital files remain structured and easy to navigate once scanned.
Document preparation is often an overlooked step, but it’s one of the most important parts of the process. Careful preparation ensures that every page is accounted for and ready for scanning, resulting in an accurate and complete digital archive.
6. Document Scanning
With your documents fully prepped, the next step is the actual scanning process. This is where your paper records begin their transformation into digital files.
To ensure the best results, our team starts by selecting a sample of documents that represent the overall materials being scanned. These sample pages are used for calibration, allowing our technicians to fine-tune the scanning equipment for optimal image quality. This step is crucial for maintaining consistency across all scanned records.
Your documents are then scanned using commercial-grade equipment capable of producing high-resolution images at 300 dpi or higher. This level of resolution ensures that every detail, from text to intricate graphics, is captured with exceptional clarity and readability.
The scanned files are typically saved in universally compatible formats such as PDF or TIFF, based on your project requirements. If you need specific file formats for integration with your existing systems, we can accommodate that as well.
At this stage, every document is carefully digitized to create a digital archive that is not only complete but also visually accurate and easy to use.
7. Indexing
Indexing is one of the most critical steps in the document scanning process. It creates a structure for your digital data, acting as a searchable “table of contents” for your records.
During this step, key identifiers are extracted from your documents, such as names, IDs, invoice numbers, or any other relevant information that can be used to identify a document. This data is then attached to your documents as searchable metadata, making it easy to locate and retrieve specific records when you need them.
To ensure accuracy and efficiency, we use a combination of advanced technologies and manual techniques to extract and assign these fields:
- OCR (Optical Character Recognition): Converts printed text into machine-readable data, allowing documents to be fully text-searchable.
- Zonal Recognition: A specialized form of OCR that captures data from predefined areas of a document, such as forms or templates.
- OMR (Optical Mark Recognition): Recognizes marks made in checkboxes or fields, often used in surveys or tests.
- Barcode Readers: Extracts data directly from existing barcodes for quick and accurate indexing.
- Manual Data Entry: For data that cannot be easily captured using automated tools, our skilled team manually extracts and enters the information.
Indexing ensures that your digital files are organized in a way that works for your business, making retrieval fast and efficient. Whether you’re looking for a specific invoice, client record, or other document, indexing ensures your records are as easy to use digitally as they were on paper—if not more so.
8. Quality Control
Ensuring the accuracy and quality of your digital records is a top priority in the document scanning process. During this crucial stage, we carefully review every scan to verify that the images match or exceed the quality of the original documents.
Our team manually inspects each image for clarity, alignment, and completeness. If any issues are identified—such as faint text, misaligned pages, or missing content, the affected documents are rescanned immediately. This manual process ensures that your final digital files are as clear and readable as possible.
For projects involving data extraction, we utilize a double-blind data entry process to ensure near-perfect accuracy. Two specialists independently transcribe the same information, and a third team member resolves any differences between the two entries. This method guarantees consistent and highly reliable results, even for complex or sensitive data.
By maintaining these strict quality control measures, we ensure that your digital archive is dependable, accurate, and ready to support your business needs.
9. You Receive Your Digital Files
Once quality control is complete and every file has been thoroughly reviewed, we deliver the final digital version of your records. At this stage, your paper documents have been transformed into a searchable, well-organized archive of digital files.
We offer several secure delivery options to suit your needs:
- Files can be uploaded to a secure SFTP server for immediate access.
- They can be delivered on encrypted storage devices, such as hard drives or USB drives.
- If you use a records management system, we can integrate your digital files directly into your existing platform for seamless accessibility.
If you don’t already have a records management solution in place, we can help set one up for you, ensuring your digital records are easy to manage and retrieve.
10. Document Shredding or Return Delivery
After your scanning project is complete, you have the option to either have your original documents returned to you or securely destroyed, depending on your needs.
If you’d like your documents returned for storage, we’ll repackage them in the same boxes they were received in, ensuring everything is kept in the exact order as when the project began. To guarantee accuracy, we use the original inventory sheet created during pickup to verify that every document is accounted for before returning them to your office.
Alternatively, if you no longer need the physical records, we can securely shred them using our NAID® Certified Shredding Service. To provide added flexibility, documents are securely stored for 30 days after the scanning process is completed. This gives you time to confirm everything has been digitized to your satisfaction or address any unforeseen needs before shredding occurs.
Whether you choose to have your documents returned or securely destroyed, this final step ensures your project is completed on your terms and with the utmost security.
Final Thoughts
Document scanning is a powerful tool for improving efficiency, accessibility, and security within your business. By understanding the steps involved in the process, we hope you can feel confident about the process and your decision to move forward.
At SecureScan, we’ve been helping businesses, government agencies, universities, hospitals, and more transition to digital recordkeeping for over 21 years. From secure transportation to quality control, our experienced team is dedicated to making the process easy, secure, and stress-free.
If you’re ready to start your scanning project or have questions about how we can help, reach out to one of our technicians for a free quote today.
