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Motivation to Start Scanning Onsite

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.

Typical Requests For Services

I need a quote on having onsite document scanning
We just want all our files to be scanned here on site.
We have files of old real estate transactions to be scanned and saved to disk (I guess?)....Do you do that on site or at your facilities? What is the cost? How much "ahead/plan" time do you need.
We are looking to convert our paper files to scan images to be put on our company's server. Do you offer on-site services or only off-site? What are your rates
I would like to get some more information on your Document Scanning service. We were looking for someone to come on site to scan our documents for archival purposes. We would store all these documents on our campus, not managed off site.