New York Document Scanning Services

Step 1: Initial Consultation

One of our account strategists will meet with you to review your needs. Some questions to think of:

• What would be the timeline for this project?
• How many boxes would you like to convert? How many file cabinets?
• Where are your images going to? Do you have a Document Management System in place? Would you like to see a demo of ours?

Step 2: Transportation

Once we reviewed your needs and signed a contract, we'll come on site and pickup your documents. We ask for an inventory of the boxes coming out so that we can keep that on record. Then, we'll pack them and take them back to our Document Scanning bureau located in Long Island, New York

Step 3: Document Preparation

We'll review some of the specifications that we initially agreed on such as:

• What information would you like to search by? What would be the fields to capture?
• Would there be a breakdown of different folder types?

We will also remove any staples, post-it notes in order to make the document ready for scanning

Step 4: Document Scanning

During the process of scanning, we will also review the images to ensure the following:

• No blank pages
• Proper rotation of the documents
• No folded pages, etc.

After ensuring the quality of the documents, we'll capture the appropriate fields (ex: ID#, Last Name, etc.) that were previously designated.

Step 5: Integration

If you have a document management system in place, we'll connect with your IT team and script the files so that we can upload them into your system. 

Step 6: Storage/Shredding

If you need to keep the boxes after scanning, we can store them in our warehouse and we'll notify you once the retention period is up. After that, we'll securely destroy the records and provide you with a certificate of destruction.