Document Scanning Services
archSCAN is the leading document scanning company serving the Mid-Atlantic region. In business since 2002, our clients include federal government agencies, hospitals, universities, public school systems, state and local government agencies, and private sector companies. We work with human resources, financial resources, facility management, and records management officers.
Our high speed systems let us scan thousands documents per day including legal documents, medical records, receipts, accounts payable records, manuals, contracts and much more.
Services We Provide
- Paper document conversion to PDF, TIFF, JPG
- Double-sided scanning
- 11″ x 17″, 8.5″ x 11″ and smaller
- Scanning images in black & white or full-color
- Scanning of files, manuals, books, photos, binders, and more
- Timely turn-around and delivery
- High-Speed or Bulk scanning capabilities
- On-site and off-site scanning services
- Professional document management team of scanning experts
- Indexing and metadata capture
Accuracy and Quality
archSCAN performs high quality document imaging using state-of-the-art technology including the latest large format scanners and high speed bulk scanning equipment. Our team of highly experienced archivists maintain top tier quality control for each and every task we perform within client projects.
Scanning and Business Productivity
Whenever documents accumulate in binders or paper piles on valuable shelf space, organizations lose efficiency because of the time it takes to find and retrieve an important document. In addition to gaining efficiency, our clients often choose archSCAN to digitize their entire document library for disaster recovery preparation.
When documents are stored at offsite storage facilities, the work efficiency problem becomes even greater. With our document imaging and indexing services, all of your documents can be stored in a document management system and become immediately searchable using search terms captured from each document.
Addressing Each Client’s Unique Needs
archSCAN works very closely with clients to establish the details of the project up front. Options we discuss with clients include:
- If files have to be re-stapled after scanning
- If files are being imported into a document management system
- If document scans need to have a particular naming structure
- The file and folder structure for the scanned files
- The scan resolution in DPI (dots per inch)
- OCR (Optical Character Recognition)
- Handling of the paper documents after scanning – they can be prepped for archiving, returned in their original state, or securely shredded
- The preferred method of receiving the scanned files – can be via Extremal Hard Drive, Upload to our FTP site, Cloud Document Storage, or via USB drive.
archSCAN handles both large-format and small-format documents. Small-format means any size document including 11 x 17 inches, 8.5 x 11 inches, as well as documents with smaller dimensions like receipts, binders, books, and more.
In addition to these document sizes, we handle wide-format documents up to 36 inches wide and any length. We are also highly skilled at digitizing documents such as aperture cards, microfilm & microfiche, photos, historical documents, and more. Check out specialty scanning services page for more information on these.
Cost per Page
Clients often want to know the per sheet scanning cost up front, but the pricing varies greatly from one project to the next. Scanning prices depend on the age and condition of the documents, how many staples need to be removed and if the documents need to be re-stapled, the complexity of the indexing structure, whether on-site scanning is required, and how quickly the project needs to be completed. For large scan jobs, we recommend a site visit in order to get the most accurate price quote.
Return on Investment from Scanning Documents
Paper documents no longer make sense in today’s business environment. In today’s modern workplace, it is important to move away from file cabinets and improve business processes. Digital records save time, money, and increase productivity, improve file sharing capabilities, and decrease frustration over not finding the files that you need. The goal of scanning and imaging files is to allow you to do your job better, faster, more reliably and cut costs. Most document scanning projects achieve their ROI- return on investment- in less than 18 months.
Multi-page documents are stored as PDF files, with indexing and bookmarks that let you search for information across hundreds of pages within seconds. Managing large quantities of information becomes much easier with our skilled approach that includes indexing with metadata captured from each individual document.
After the documents have been scanned, archSCAN can provide customized document management solutions for clients ranging in complexity from simple databases to fully loaded document management systems with workflow automation, version controls, and improved security. Regardless if the project is small or large, information management is key, allowing users to search using different metadata fields, and the ability to structure documents in different ways.
Industries We Serve
archSCAN performs scanning projects for organizations including federal and local government agencies, hospitals, schools & universities, building facilities departments, property management companies. We help our clients gain the business efficiency that comes with finding information FAST. Visit our success stories section to learn how we’ve helped clients across the Washington, DC, Maryland, and Virginia region, and read our white papers to learn more about how our services can help your organization.
Contact Us Today for your Custom Consultation & Quote
“…I can now find any drawing within seconds.”
– Thom Armstrong, Facilities Director
Upper Chesapeake Hospital
“…high marks for their successful efforts in cleaning up our old print room”
– Steve Swierczek, Director of Facilities
Georgetown University Hospital
“…top-notch customer service”
– Michelle Frederick, Development Manager