We are your local Mobile Document Scanning Service in Orange County. It was developed to help ease the complications of digitizing your organization’s records. We deliver commercial-grade scanning equipment, highly trained HIPAA-certified staff, and more than 15 years of scanning and indexing know-how directly to your door. Our team will deploy a scanning pipeline at your facility to help you complete your project quickly and securely without transporting your documents. Our Mobile Scanning Service can scan and digitize large projects on location. With our On-site and Mobile Scanning services in Orange County, you can rest assured that your documents are safe. Contact us today to get started on your project!
1. Onsite Setup in Orange County
Scan N More Employees will set up and provide all equipment necessary to conduct and complete the scanning project in Orange County. We can supply up to three scanning operators at an additional cost to meet page count deadlines. One scanning operator can scan and prep up to 10,000 pages per day, ensuring timely completion of the project in Orange County.
2. File Preparation
After we have queued your boxes for production, our certified document preparation technicians will begin preparing the documents for scanning. This crucial step involves meticulously removing all staples, paperclips, and other joining fasteners from the paperwork and replacing them as necessary. At your facility in Orange County, we take great care to ensure that every document is handled with the utmost attention to detail so that the scanning process can proceed smoothly and without any issues. Our technicians have years of experience handling documents of all kinds and are experts in identifying and removing any potential obstacles that could slow the scanning process.
3. File Scanning
After the preparation of files is done, the next step is document scanning. We utilize high-speed Panasonic scanners, which use the acclaimed Image Capture Plus technology, to capture all the scans. Each page is meticulously put through an image enhancement process to ensure that the scans are of the highest quality. The technology adjusts each image to maximize its readability, resulting in outstanding scans. Our scanning technicians meticulously verify every scanned image’s quality at your Orange County location. If the image quality is not up to the mark, they rescan it to ensure it meets our standards.
4. File Indexing & OCR Processing
Each file will be named according to the client’s specifications. The most common naming conventions are vendor number, date, period, client/patient names, project names, company names, case/folder files, etc. Or naming by the box. File OCR conversion of files to searchable PDF.
5. Delivery & Shredding
Once the scanning is completed, all digitized files will be delivered via a Secure download link or External Hard Drive or flash drive. Document Disposal (Shredding) will be included a certificate of destruction, which will be provided once shredding is completed. A free (30-day) review period is available before scheduling destruction.
On-site document scanning helps businesses in Orange County reduce the costs of transporting documents to a second facility, eliminating the need for drivers, packing, shipping, and more. This provides substantial cost savings in cases where a high volume of paper records must be scanned.
Each time a document passes hands, the confidentiality of the data it contains is jeopardized. Our on-site scanning service digitizes sensitive documents at your location in Orange County, avoiding the potential risks introduced by transporting them.
Your on-site scanning service allows you to monitor your documents throughout the digitization process closely. This helps to ensure that documents are handled to your standards and provides additional oversight over the digitization process
When you digitize your records, it is vital to ensure they are fully accessible at all times. On-site scanning provides this, while off-site transport can impede access in emergencies or if there's a natural disaster and power goes out. For our team members to work efficiently during projects, we often need some move paperwork around so as not to disrupt their workflow too much but also ensure those documents don't get lost because nothing is worse than having vital information right under one's nose! Scanners make sure everything stays where it's supposed
Document conversion projects typically have complex requirements and strict guidelines that must be followed. Conducting the scanning process at your facility in Orange County enables your team to participate actively in the conversion process, providing valuable insights and guidance when required.
A. Multiply the boxes by 2,500 to get an idea of how many pages you have. If you have 50 standard boxes of paper, multiply 50 times 2,500 to come up with 125,000 pages. Lower-volume scanning projects have a higher unit cost.
A. Removing staples, rubber bands, and other fasteners from your records can take time. The documents must also be taken out of folders or binders. Your cost will increase if the heavy prep is required to get your documents ready for scanning.
A. Once your documents are scanned, will they need to be stapled back together or put back in their original folders/binders? If not, eliminating this step saves time and money. If you are not legally required to keep files, destroying them after they have been scanned is a good idea.
A. When scanning records, we need a logical way to order, name, and index each document. The least expensive way to index a box of records is to name them by what’s on the box (names, years, etc.), and look them up digitally as you would if you were looking through the physical box. For an extra few pennies, you could have them OCRed, allowing you to search the files by keywords. As the level of complexity increases for indexing your files increases, so does the data entry cost.
A. Most of our document scanning projects are performed in our secure facility; however, some clients require that we scan documents at their sites. We handle on-site scanning projects around the country. Still, additional fees exist to set up equipment and operators at your site.
A. If so, we can handle the indexing and data formatting to ensure your electronic documents are correctly imported. Depending on the complexity of your system, our level of effort varies.
City of Buena Park, City of Capistrano Beach, City of Corona Del Mar, City of Costa Mesa, City of Cypress, City of Dana Point, City of Foothill Ranch, City of Fountain Valley, City of Fullerton, City of Garden Grove, City of Huntington Beach, City of Irvine, City of La Habra, City of La Palma, City of Ladera Ranch, City of Laguna Beach, City of Laguna Hills, City of Laguna Niguel, City of Laguna Woods, City of Lake Forest, City of Los Alamitos, City of Midway City, City of Mission Viejo, City of Newport Beach, City of Newport Coast, City of Placentia, City of Rancho Santa Margarita, City of San Clemente, City of San Juan Capistrano, City of Santa Ana, City of Seal Beach, City of Silverado, City of Stanton, City of Sunset Beach, City of Surfside, City of Trabuco Canyon, City of Tustin, City of Villa Park, City of Westminster, City of Yorba Linda,
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