Document Scanning Services

Professional document scanning services near you are vital for your company, converting paper documents into digital images for easy access.

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Convert Paper Documents to Digital With Professional Document Scanning Services

At VRC, we understand the essential part of effective document management in companies. That’s why we offer VitalScan bulk document scanning services, which aim to make converting paper documents into digital images easier.

Although certain paper documents might be required for compliance reasons, most active business files and historical records can be scanned or converted to electronic records. Our document conversion services prove particularly beneficial for healthcare organizations, legal establishments, manufacturing industries, and financial institutions.

By taking advantage of our document scanning services, companies can conserve time, space, and resources that would otherwise be allocated to managing physical records. Our professional imaging team is committed to delivering best-in-class document digitization services, ensuring the secure and precise conversion of all your critical paper records. Rely on us to aid in scanning documents to maintain organization and compliance while enhancing overall business productivity.

Streamline Operations

By outsourcing document imaging services, you can focus on running your business. This enables you to access your documents easily and improve operational efficiency.

Expert File Digitization

Our team of specialists ensures your records scan beautifully. They’ll protect the scan down to the minute details, ensuring any bindings are removed, tears are repaired, and corners are straightened.

Quality Controls

Before and after scanning, documents undergo a thorough review to ensure optimal outcomes. Following the scanning and digitization process, each document is meticulously examined for legibility, accurate color rendering, and correct orientation.

Flexible File Formats

Your digital files are saved in the format of your choice (PDFs, JPGs, TIFFs, and more). For easy access, we’ll migrate your files to the document management software of your choice for easy access.

Bulk Document Scanning and Imaging Services Convert Paper Files Into Digital Documents

  • Accounts payable documents
  • Bills of lading
  • Bulk scanning services
  • Blueprints and large-format documents
  • Financial records
  • HR document and employee records
  • Healthcare forms and charts
  • Legal records
  • Manufacturing documents
  • Photos, slides, film, and negative scanning
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Solutions

Streamline Your Document Management Processes

At VRC, we specialize in streamlining document management processes. Our VitalScan bulk document scanning and imaging services are designed to help you convert paper records to electronic formats, saving you time, space, and resources. We assess your backlog of files and semi-active records and work with you to establish efficient processes for ongoing scanning needs. These documents can then be securely stored offsite in our secure records storage facility or shredded, freeing up valuable office space.

Backfile Imaging Services

Efficiently convert paper documents to electronic format

Incrementally convert your backlog of records over time without disrupting your operations with high-volume document conversion services.

Access your important files

Transform inactive or archived paper documents, microfilm or microfiche records, and media files into a consistent electronic format with our document scanning services.

Maximize your space

Clear out cluttered shelves and file cabinets by converting your paper documents into digital files, freeing up valuable office space.

Day Forward Scanning

Effortlessly digitize your documents

As paper enters your workspace, we can reroute it to our digital center to be immediately scanned and indexed.

Streamlined document conversion

Easily transform paper documents into digital files and seamlessly integrate them into your existing systems.

Collaborate seamlessly

Easily share and collaborate on documents with your team, clients, and partners, no matter where they are located.

Document Indexing and Classification

Accurate and efficient indexing

Our team of document imaging experts will manually key in the relevant data, ensuring accurate and consistent indexing for easy retrieval.

OCR technology

We use optical character recognition technology that enables you to search for text captured in digital image files.

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High-volume Scanning Services

Our experts can handle a wide range of scanning and imaging needs to accommodate your business. We utilize state-of-the-art technology and streamlined processes to ensure accuracy and efficiency. From small batches to large-scale projects, we tailor our services to meet your specific requirements.

Large Format Scanning

We provide high-quality digital images by scanning and rendering files to capture every detail of the original source. Our services extend beyond standard 8.5”x11” paper, as we specialize in scanning large documents and a diverse range of materials, including blueprints, maps, X-rays, microfilm, photos, and legal documents.

Digital Transformation

Accelerate your digital transformation by converting paper documents into searchable digital files. This process centralizes information, enabling you to consolidate files across all locations and departments.

Medical Records Scanning

We take special care to maintain the exacting standards that medical records management requires:

  • Secure file conversion
  • State and federal HIPAA compliance
  • Direct import to your EMR system
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Testimonials

What Our Clients Say

At VRC, we make it a point to provide superlative customer service and support. So of course, we’re always happy to share the customer experiences that let us know we’re on the right track.

“When I started my law practice, one of my first decisions was to use VRC as my records management company to store old files that wouldn’t fit in my office. I have been a client for nearly 25 years and have thousands of files in storage with them. We find them to be very service-oriented and reliable.”

Senior Partner

National Law Firm

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Spinutech

Why ECM

What are the components of an enterprise content management (ECM) system?

Prepare

We prepare documents for scanning.

Scan

Documents are scanned.

Indexing

Documents are categorized and indexed.

Save

Digital files are saved to PDFs, JPGs, TIFFs, or your desired format.

Migrate

Digital files are migrated to the document management system (DMS) of choice

Deliver

Hard copies are returned to you, stored in our off-site storage facilities, or securely shredded.

FAQs

Frequently Asked Questions

Still looking to learn more about how document scanning and imaging services work? Check out some answers to these common questions.

Document scanning pricing is not a set cost, as there are several factors that affect its price. To receive the most accurate estimate, be sure to share:

  • Type of documents you want to be scanned
  • Number of pages to be imaged
    If the removal of staples or other materials is required
  • Whether you need indexing
  • Your project deadline
  • If integration with an existing document management system is required

When choosing a paper scanning companies, consider their scanning capabilities. Can they handle the volume and type of documents you have?

Also, consider their technology. Do they use advanced technologies like OCR and barcode recognition?

Selecting the most suitable document scanning service provider is a critical decision that can have far-reaching implications for your organization. The provider you choose must possess the necessary expertise and advanced technology to manage your specific document scanning requirements effectively. In addition to technical capabilities, it is equally important to ensure that the service provider has a well-documented history of successfully delivering high-quality services to their clients. This track record can provide valuable insights into their reliability and consistency, which is crucial when entrusting your essential documents to an external entity.

Moreover, you should prioritize document scanning companies that offer secure and compliant services, mainly if your organization manages sensitive data or is subject to regulatory scrutiny. The importance of safeguarding confidential information cannot be overstated, especially in today’s landscape, where data breaches and compliance violations can lead to severe repercussions. A reliable provider must have robust security protocols to protect your documents throughout the scanning process and ensure that all services comply with industry standards and regulations relevant to your sector.

Lastly, evaluating the level of customer service provided by the company you are considering is essential. A dependable provider should be responsive to your inquiries and feedback and demonstrate a proactive willingness to address any concerns or issues that may arise. Exceptional customer support can significantly enhance your overall experience and provide peace of mind, knowing that you have a partner who values your business and is committed to ensuring your satisfaction.

Factors to Consider
When embarking on the quest to find the right document scanning service provider, it is imperative to consider their specific scanning capabilities. It is essential to determine whether they can manage the volume of documents you possess and the various types of documents that require scanning. This consideration is significant if your organization deals with large quantities of paperwork regularly, as not all providers will have the resources to accommodate your needs efficiently.

In addition to examining their capacity, it is also critical to explore the technology employed by the provider. Are they utilizing cutting-edge technologies such as Optical Character Recognition (OCR) and barcode recognition? These advanced tools can significantly enhance the accuracy and efficiency of the scanning process, allowing for easier document retrieval and management in the future. A provider that embraces modern technological solutions will likely be better equipped to meet your evolving needs and deliver superior service, thus adding value to your investment in document scanning.

To stay compliant with state and federal regulations, it’s recommended to scan documents not required to be stored physically for long periods. Scanning services save space, improve accessibility, and preserve critical business data. Shifting to a digital business enhances productivity and agility, allowing you to focus on more revenue-generating activities.

  • Standard sized paper records
  • Photos
  • 16mm &35mm roll film
  • Fiche
  • Aperture cards
  • Books – bound, with and without intact bindings
  • Newspapers
  • Wide-format (e.g. blueprints/plans)

Absolutely. Document conversions help preserve legacy information that could be destroyed or deleted by a fire, flood, or a simple employee error. With scanning, you gain peace of mind knowing your digital documents are accessible where and whenever they’re needed.

This depends on your budget. It’s essential to keep in mind that the removal of staples, clips, notes, and more can increase the cost of scanning. With every scanning project, our team ensures torn or damaged documents are scanned with the same level of care.

Yes. We can accommodate various work environments. Whether you have a remote workforce, virtual corporate office, or employees across multiple locations, our digital mailroom services can collect and distribute mail through your office. Your team can have access to the documents they need when they need them.

This depends on how you’d like to access your electronic documents and where you want them stored—we offer digital storage solutions designed to fit different use cases. Additionally, we offer secure offsite storage for your physical documents.

Yes, your digital files can be integrated into your existing document management system (DMS) or stored using our digital storage services for secure file access and sharing.

Once the documents are scanned and indexed, they can be integrated into your document management system.

This could be an on-premise document management system or an enterprise content management ecm system.

The integration process involves mapping the scanned documents to the appropriate locations in the system. This ensures that the documents are easily accessible when needed.

VRC empowers you with the correct integration to locate documents using keywords. You can leverage our document workflow automation to simplify tasks. This has the potential to enhance your business operations significantly.

Absolutely, VRC recognizes that each industry operates under its own set of guidelines, regulations, and specific document management needs that may vary significantly from one sector to another. For example, the healthcare industry prioritizes safeguarding patient information and maintaining confidentiality, which is why it may require HIPAA-compliant scanning services. This ensures that sensitive data is handled securely, protecting both the organization and its patients.

Moreover, a reputable document scanning company should not only offer standard services but also provide customized solutions designed to meet various industries’ distinct requirements. Such a company will take the time to thoroughly understand the unique challenges businesses face in different sectors, from compliance issues and record retention policies to the types of documents commonly processed. By doing so, they can develop tailored strategies that effectively address those challenges and enhance the overall efficiency of document management within that particular industry.

Apart from document conversion services, we offer a range of other services such as digital storage solutions, digital mailroom services, workflow automation solutions, and scan on demand.

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Interested in VRC or the services we provide?

Don’t hesitate to reach out so we can learn more about your business.

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