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Behind the Scenes of a Document Scanning Service

I’ve been to several factories where I have been given a tour to see how their product was made. The one I recall the most is a chip factory, where I discovered, during the final stage, the chips’ simple curve was created. It was done with gravity. When the final product is pushed out of the machine, it droops due to gravity, and then it is cut off. The things that make you go, “Huh!”

Something else that might make you go “huh” is what goes on behind the scenes of a document scanning service. Since many offices have the equipment to scan basic documents and photos, the process and capabilities of professional document scanning may surprise you.

1. Evaluate the Project

A professional document scanning service will take the time to analyze the scope and requirements of your scanning project. They will examine the size, type, and condition of your documents so you know the cost and time needed for your scanning project to be completed.

2. Handle Securely

Your documents are very likely to contain sensitive information that needs protecting. When you work with a secure document scanning service, your information will be handled by trained, background-screened personnel within a strict chain of custody and processed in accordance with data privacy laws and ethical practices.

Some scanning companies will subcontract your scanning project to a third party, putting your information at risk with a convoluted chain of custody, or by breaking that chain altogether. To eliminate the risk associated with transferring your documents to a third party, work with a professional scanning service that uses their own scanning technicians to image and convert your documents on their secure premises. Make sure that the chain of custody is tracked and documented at all times.

3. Prepare Documents

Professional scanning technicians will organize and prepare your documents for imaging. Staples, paperclips, binders, and sticky notes will be removed from the documents, wrinkled pages will straightened, and damaged pages will be handled with care.

4. Convert to a Digital Image

During this phase, a high-speed scanner captures and converts your document to your preferred digital file type, including PDF, TIFF, PNG or JPG. It is important that the image meets the highest quality standards.

5. Index

Your digital files will be indexed using Optical Character Recognition (OCR) to group and categorize your information. This allows you to pinpoint information within the digital file by searching by keywords or phrases.

6. Store

After your documents are scanned and indexed, they are transferred to your choice of media formats. A professional records management provider can also store your digital files in a secure data center facility.

7. Transfer

Along with your digital files, your original documents can be securely transferred back into your care or stored in a secure records center. Look for a scanning provider that offers a wide range of information management services for a seamless experience.

Scan On Demand

When you store documents with a records management provider, they can be available to you at any time you need them by using Scan On Demand.

Records Management Center offers secure scanning services for small to very large, including one-time projects and Scan On Demand for records storage clients. For more information or a free quote, give us a call at 706-724-7982 or complete the form on this page. Our scanning experts are standing by!