Frequently Asked Document Management Questions

Our medical scanning service supports a variety of healthcare document types, including:

• Patient records
• Medical billing
• Pharmacy routing
• Electronic fax archiving and processing for both inbound and outbound documents
• Medical claims processing

Before converting your medical records, consider the following:

• Which historical patient information should be accessible during and after the transition?
• What are the best methods for converting this information for compatibility with your EHR system, if applicable?
• How can you ensure that the converted documents meet quality standards?
• How long should the original paper records remain available after scanning is complete?

Law firms often lag behind other industries in adopting new technology. With the rise of digital legal services and clients expecting online accessibility, digitizing your legal documents is a cost-effective way to add value to your services. Key processes that can benefit from a document scanning workflow include:

• Contracts
• Legal billing
• Expense and time tracking
• Client accounting
• Compliance

Digitizing and indexing legal documents can be a tedious, time-consuming task. It requires a significant investment in scanning equipment, software, and employee training. Efficiently categorizing and organizing large volumes of documents for productivity isn’t always straightforward.

A professional document scanning service removes the guesswork and effort from the process. It’s cost-effective, reduces stress, and helps you maximize the usability of your documents.

Converting legal documents to digital formats provides numerous advantages for your firm:

• Instant document retrieval and access from any location
• Secure sharing with internal team members
• Enhanced security through password protection and encryption
• Improved organization and reduced office clutter
• Reclaimed office space by minimizing physical document storage
• Easy integration with your current case management system

Our scanning service enables accounting firms to convert a wide range of essential business documents into digital formats, centralizing data for easier access. Here are some of the document types that can be converted:

• Tax Records: Personal and business tax returns, W-2 and 1099 forms, along with supporting documents like receipts and invoices.
• Financial Statements: Balance sheets, income statements, and cash flow statements, offering a full view of financial health.
• Payroll Data: Employee salaries, bonuses, and other compensation, often linked with Social Security numbers and direct deposit details.
• Banking and Investment Records: Account statements, investment portfolios, and transaction histories crucial for financial planning.
• Audit Trails: Documentation from audits, containing sensitive data noted during the auditing process.
• Client Data: Personal identification details, such as names and addresses, used for risk assessment or financial planning.
• Legal Documents: Contracts, agreements, or court documents relevant to tax status or financial obligations.
• Business Records: Operational data, sales figures, and proprietary financial models.
• Receipts and Invoices: Digital and physical records of business or personal expenses.
• Correspondence: Emails, letters, and memos containing sensitive information discussed with clients or third parties.
• Business Filings: Documents filed with government entities, including incorporation articles and annual reports.
• Accounts Payable: Records of business payments to vendors, containing sensitive bank and agreement details.
• Audit Worksheets: Essential records for auditors, often with sensitive financial data and insights on internal controls.
• Proxy Statements: Disclosures sent to shareholders, usually with executive compensation and strategic information.
• Evidential Documents: Files, such as court orders or emails, that support or dispute financial claims.
• Loan Documents: Promissory notes, mortgage agreements, and other loan documents with sensitive financial information.
• Advisory Letters: Specialized advice documents, containing sensitive company or client information.
• Personnel Files: Employee files, with sensitive information protected by company policy and law.
• Purchase Orders: Authorizations for purchases, including pricing and vendor details.

Each of these documents often contains sensitive data, which requires secure handling, storage, and strict security protocols for protection.

Any document larger than the two standard paper sizes (8.5″ x 11 legal size,  8.5″ x 11  letter size) is considered to be a large format document.

A few typical examples of large format documents includes:

• Architectural blueprints
• Engineering diagrams/drawings
• Large non-standard book pages
• Newspaper sheets
• Maps
• Schematics

The main reason for the “large format document” distinction is the need for special scanning and printing equipment when working with oversized documents.

Large-format documents usually need to be removed from tubes or racks and loaded into the scanner individually, so the process of scanning large format documents can take a bit longer. These oversized sheets also require careful handling to avoid any rips or tears during scanning.

Visualizing the number of documents in your office storage can be challenging, so we created a tool to simplify the estimation process. The document scanning calculator helps you determine how many documents you need to scan based on your current storage containers.

Each container type is mapped to an estimated document count, which you’ll see when you add an item in the calculator. This count is then multiplied by the industry-standard rate of $0.09 per sheet. For example, if you have a 4-drawer, 18-inch wide filing cabinet, entering “4” in the calculator will estimate (12,800 documents * $0.09) = $1,152.00.

Depending on how full your filing cabinets are, you may find that the estimate in our calculator is higher than what you’ll actually pay, assuming that some boxes or drawers are naturally only partially full. You may also receive discounts for bulk scanning which are not accounted for in this tool.

The national average cost to scan a paper document is between $0.07 and $0.12 per page. However, several factors can impact this price, such as the condition of the documents and discounts for bulk scanning—larger volumes often result in a lower price per page.

The chart below shows average document scanning prices per page based on the type of material being scanned.