Moving paper records to an off-site facility for scanning isn’t always practical. Some documents might be too fragile to transport, while others might contain sensitive information that’s better kept under your direct control. In some cases, regulations may even require files to remain on-site, leaving off-site scanning off the table entirely. Whatever the reason, sending your files out for scanning can sometimes feel like more trouble than it’s worth.
In these situations, on-site scanning services can be a great option, allowing you to scan sensitive documents at your place of business, allowing you to maintain full control over your records throughout the process. You also get the added benefit of having a professional team handle the work for you.
If you’re looking for a way to scan your documents without the hassle of moving them off-site, on-site scanning might be the perfect solution. Keep reading to learn more about how it works and whether it’s a good 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 needed to ensure that your paper records are digitized securely and efficiently.
This service is specifically designed for businesses that need to scan a large volume of documents that can’t be transported off-site.
With our on-site scanning service, we take care of everything, from setting up equipment and planning the project to managing security throughout the process, so you can avoid the headaches that come with trying to handle scanning in-house on your own.
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, 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 same 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 complications for businesses who need 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 run into situations that need input from your team. Completing the work at your facility keeps your employees involved every step of the way, whether it’s providing guidance, answering questions, or adjusting priorities as needed. With everything taking place under your supervision, you gain an added layer of accountability and control over the entire project.
Scan Efficiently
With off-site scanning, a lot of time and effort goes into the logistics of transporting documents. Records need to be sorted, packed, labeled, and shipped to the scanning facility, where they’re stored until it’s time to scan them. If the originals need to be returned, there’s even more handling involved.
On-site scanning eliminates these extra steps by bringing the equipment to you, making it a faster and more cost-effective option—especially for larger projects with many documents to scan.
Protect Fragile Documents
Aging or brittle documents are especially vulnerable during transport, making it risky to move them off-site for scanning. Each time a fragile document is handled, the chance of damage—and potential 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 delivers the same quality, speed, and security as the document scanning services we provide at our facility. With strict processes and security protocols in place, we ensure your project is completed securely while protecting the confidentiality and privacy of your data every step of the way.
Step 1: Planning and Preparation
A dedicated team of scanning professionals, including a project manager, will be assigned to your project. Together with your team, they’ll review the project requirements, assess the volume of documents, and determine the equipment and resources needed to get started. Special considerations, such as handling fragile documents, will also be addressed during this stage.
Step 2: Equipment Setup
Our technicians will arrive at your location with everything required for the job, including high-volume scanners, computers, and scanning software. All equipment is configured on-site to ensure optimal performance and efficiency before scanning begins.
Step 3: Document Preparation
To ensure high-quality scans, our team will carefully prepare your documents. This includes removing staples, smoothing creases, taping down sticky notes, and repairing any tears that could impact the final image quality.
Step 4: Calibration and Testing
Before scanning begins, the equipment is calibrated using a sample of your documents to guarantee accuracy and clarity. Adjustments may also be made throughout the project to account for variations in document size, format, or condition.
Step 5: Scanning and Quality Control
Documents are scanned in batches under the supervision of a scanning specialist. Each image is reviewed by a second technician to confirm accuracy, readability, and consistency. Any images that don’t meet our standards are re-scanned immediately to correct issues.
Step 6: Indexing and Data Organization
Once scanning is complete, the images are passed to our indexing team. They’ll manually extract key details—such as invoice numbers, dates, or vendor names—and attach them as searchable metadata to make locating files quick and easy.
Step 7: Document Return or Secure Shredding
After scanning, documents are returned to their original location to preserve your current filing system. If the paper copies are no longer needed, we can also provide secure, on-site shredding services to destroy them immediately and responsibly.
Step 8: Final Delivery
Your digitized files are delivered as high-resolution PDFs or TIFFs based on your preference. We can provide them through secure FTP, an encrypted storage device, or upload them directly into your document management system. Once everything is complete, our team will disassemble and remove all equipment used during the project.
Why Choose SecureScan for your on site scanning needs?
Eliminating time-consuming paper processes with the help of a professional scanning company is the is one of the easiest ways to improve efficiency and keep sensitive information secure.
Since 2003, SecureScan has been helping businesses to digitize their records with care and precision. Our team is committed to providing secure, on-site scanning solutions designed to meet your unique needs, all while keeping your data protected every step of the way.
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.
