On-site Mobile Document Scanning in Riverside County

Scan N More Offers On-Site Mobile Document Scanning Services in Riverside County

We are your local On-site Document Scanning Service in Riverside County 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 in Riverside County can scan and digitize large projects on location. With our On-site and Mobile Scanning services, you can rest assured that your documents are in safe hands. Contact us today to get started on your project!

Scan with confidence.

At Scan N More, we take the security of your documents very seriously. We continually stay ahead of industry standards by investing in security technologies to guarantee that confidential information remains protected during document conversion and storage processes. Our warehouse is supervised by a professional management staff with restricted access at designated times, so you can be sure each paper record receives proper attention from start to finish before it’s delivered on time!

How Does Onsite Mobile Document Scanning Work?

Our onsite document scanning process works like this.

1. Onsite Setup

Scan N More Employees will set up and provide all equipment necessary to conduct and complete the scanning project. We can supply up to three scanning operators at additional cost to meet page count deadlines. One scanning operator can scan and prep up to 10,000 pages per day.

2. File Preparation

Once your boxes are queued for production, our certified document preparation technicians will prepare the documents to be scanned. This process consists of removing all staples, paperclips, and all joining fasteners and replacing joining fasteners from paperwork.

3. File Scanning

Once file preparation is complete. All scans are captured by high-speed Panasonic scanners, using award-winning Image Capture Plus technology, which runs each page through an image enhancement process. This will return top-quality scans, adjusting each image for the best readability. Scanning technicians will verify the image quality of every scanned image and will rescan images of poor quality before being finalized.
Find the best file scanning services in Riverside County.

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.

Here Are a Few Reasons You Should Choose an Onsite Mobile Document Scanning Service in Riverside County

Eliminate Transportation Costs

On-site document scanning helps businesses 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.

Reduced Risk

Each time a document passes hands, the confidentiality of the data it contains is put in jeopardy. Our on-site scanning service digitizes sensitive documents at your location, avoiding the potential risks introduced by transporting them.

Oversight and Accountability

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

Accessibility

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

Collaborate

Document conversion projects typically have complex requirements and strict guidelines that must be followed. Conducting the scanning process at your facility enables your team to participate actively in the conversion process, providing valuable insights and guidance when required.

How Much Does On-site Mobile Document Scanning Cost?

Factors that can affect pricing for document scanning services:

1. How many pages do you need to scan?

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.

2. How much prep work is required to get your documents ready for scanning?

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.

3. How much re-prep is required for your documents after they have been scanned?

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.

4. Which index fields need to be captured from your records?

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.

5. Do you need on-site scanning services, or can the records be transported?

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.

6. Are your documents being uploaded into a document management system?

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.

Ready to take the next step? Contact us for a price quote to get started!

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Reach Us

Email :

info@scannmore.com

Phone :

1-800-593-1826