Typical Motivation for Scanning at Client Site
In some cases, the documents cannot leave their existing location, Those typical reasons are one of the following:
FILES IN DAILY USE: Documents consistently being used and therefore can't be sent to the scanning service bureau. Keep in mind that many scanning companies will "scan on demand" any documents of yours which they hold and haven't scanned yet. These are often medical records or other critical and widely used files.
EXTREMELY SECRET DOCUMENTS: Documents are so confidential, they cannot leave the office. This is not uncommon in cases of government scanning or for scanning of other confidential records. However, most scanning companies are extremely diligent about the security of the records they hold while scanning and transporting them. Most scanning service bureaus are consistently scanning medical records and must comply with the various laws relating to health information such as HIPAA.
LITIGATION CASE FILES: Legal case files are often in the possession of a less than friendly opponent. The owner of the files must make them available to review by opposing counsel but is often not required to give them up. In those cases, bringing a professional scanning company in to scan the files while still in the possession of the opposition is the best way to capture the data for a more thorough review than can be done any other way including implementing OCR scanning for electronic review.