Sometimes, moving paper records to an off-site facility for scanning just isn’t practical. Maybe the documents are too fragile to be moved, the information is too sensitive to leave your control, or there are simply too many files to transport efficiently. Whatever the reason, sending your files out for scanning can feel like more trouble than it’s worth.
In these situations, professional on-site scanning services offer a practical alternative, allowing you to scan your important documents without them ever leaving your premises. This lets you maintain full control over your records while still getting the benefits of professional scanning.
If you’re looking for a way to streamline your document management without compromising on security or efficiency, on-site scanning could be the perfect solution. Read on to discover the advantages and how this service might be the right fit for your business.
What is On-Site Scanning?
On-site scanning is a service that allows businesses to scan large volumes of paper documents directly at their location, without having to transport them elsewhere for processing.
A secure, high-volume scanning environment is set up at your place of business, complete with all the necessary equipment, trained staff, and expertise to ensure your paper records are digitized securely and efficiently.
Our team handles the entire process, from setting up equipment and planning the project to managing security and scanning, so you don’t have to deal with the typical challenges of trying to digitize documents in-house.
This service is specifically designed for businesses that need to scan a large volume of documents that can’t be transported off-site.
What Are the Benefits of On-site Scanning?
Hiring a professional scanning company to complete your project on-site offers a number of advantages for your business, including:
Meet Compliance Requirements
In certain industries, strict regulations prohibit businesses from transporting sensitive documents off-site. Our on-site scanning service was created specifically to address this challenge, providing you with the capabilities, security, and convenience you’ve come to expect from a professional document scanning service, without the need to transport your documents of premises.
Keep Documents Accessible
When your documents are transported to a second location for scanning, it can be difficult to access information quickly should the need arise. This can add unnecessary complication for businesses who wish to digitize records that are still actively in use. Scanning documents on-site ensures that your documents stay within arms reach, accessible to your team throughout the duration of your project.
Monitor the Process
Large scanning projects can be complex, and it’s not unusual to encounter situations that require input from your team. By completing the project at your facility, your employees can stay actively involved, providing guidance, answering questions, and adjusting priorities as needed. With the entire process happening under your supervision, you gain an extra layer of accountability and control over the digitization process.
Scan Efficiently
With off-site scanning services, much of the time and effort goes into the logistics of transporting documents. Records need to be sorted, packed, labeled, and then moved to the scanning facility, where they’re stored until ready for scanning. This process requires additional handling, especially if the original documents need to be returned afterward. On-site scanning eliminates these inefficiencies by bringing the equipment to your location, making the entire process faster and more cost-effective.
Protect Fragile Documents
Aging or brittle documents can be especially vulnerable during transport, making it risky to move them to another location for scanning. Every time a fragile document is handled, the risk of accidental damage and data loss increases. On-site scanning reduces the need for excessive handling, helping to preserve your original copies and protect them throughout the digitization process.
How Does On-Site Scanning Work?
Our on-site scanning service is designed to provide the same quality, speed, and security as the document scanning service we provide at our facility. We implement strict processes and security protocols to ensure your project is completed securely to protect the confidentiality and privacy of your data.
- First, a dedicated team of scanning professionals, including a project manager, will be assigned to your project. Together with the business owner(s), they will review the project requirements and determine the amount of resources and the equipment needed to complete the process, including any special considerations that need to be made.
- Technicians and other necessary personnel will arrive at your location with everything required to complete the scanning process, including high-volume scanners, computers, and software. All equipment will be deployed to specification to ensure optimal performance and efficiency.
- Our team will prepare your documents for the scanning process. This includes eliminating staples and creases, taping down sticky notes, and repairing tears that could reduce the quality of the final scanned image.
- The scanning equipment will be calibrated using documents from your archive to ensure an accurate representation of the documents that will be scanned. Adjustments may be made throughout the process as new documents are introduced.
- Scanning will be completed in batches under the supervision of one of our specialists, who will carefully monitor the process to ensure that the resulting images meet our high quality standards.
- Each image is then reviewed by a second scanning technician who will verify that the document has been accurately reproduced and is free from defects that may result in poor readability or a loss of data. Any problematic image that does not meet these standards will be re-scanned by a tech to improve the resulting image.
- The resulting images are handed off to the indexing team, who will manually extract important identifiers such as an SSN, invoice ID, vendor name, and more, and attach them directly to your files as a name or searchable metadata.
- Documents will be returned to their original location after scanning to maintain your current system of organization. In cases where the paper documents are no longer needed after scanning, we will deploy a mobile shredding team to securely destroy the documents curbside.
- Once your project is complete, your digitized documents will be delivered to you as high resolution PDF or TIFF files via secure FTP, an encrypted digital storage device, or uploaded directly into your existing document management system based on your preference. Our team will disassemble and remove all of the equipment used to complete the project.
Why Choose SecureScan for your on site scanning needs?
Eliminating manual paper processes with the help of a professional scanning company is the most effective way to improve the efficiency and security of your business’ day-to-day operations.
Since 2003, SecureScan has been a leading provider of secure on-site document scanning services throughout the northeast. Our attention to detail and focus on customer service enables us to provide custom scanning solutions to meet any unique requirement.
Our highly trained team of scanning professionals will work with you to deliver on-demand scanning within your premises at an affordable price. Contact us for more information, try our document scanning cost estimator, or get a quote directly from one of our scanning technicians.
