Document Scanning Services

There are many reasons why a business may choose to scan and convert paper documents into digital files. If your business has compliance requirements or regulations for data retention, paper files can be cumbersome and much more expensive to store than their digital counterparts.

After scanning, your documents are carefully indexed and organized by any identifier(s) on the documents of your choosing, allowing you to locate any file almost instantaneously by a simple text search, greatly improving efficiency.

The cost of document scanning for a company can vary depending on various factors such as the volume of documents, the complexity of the scanning requirements, the level of document preparation needed, and the desired level of service. Here are some factors that can influence the cost of document scanning:

1. Volume of Documents: The total number of documents that need to be scanned plays a significant role in determining the cost. Higher volumes generally involve more time, resources, and equipment, which can increase the overall cost.

2. Document Preparation: Document scanning companies may charge additional fees if documents require significant preparation before scanning. This includes tasks such as removing staples, paperclips, and bindings, as well as straightening and organizing the documents. Simple and well-organized documents may have lower scanning costs.

3. Document Complexity: The complexity of documents can affect the scanning process and, consequently, the cost. For example, fragile or oversized documents, documents with sticky notes or attached objects, or documents that require special handling due to their nature (e.g., historical or delicate materials) may require extra care and incur additional costs.

4. Desired Output Format and Indexing: If your company requires specific output formats, such as searchable PDFs or indexed files, it may impact the cost. Additional processing and indexing services may incur extra charges.

5. Quality and Resolution: The desired quality and resolution of the scanned documents can also affect the cost. Higher-quality scans, such as those requiring higher resolutions or specialized image enhancements, may result in higher prices.

6. Turnaround Time: Urgent or expedited scanning services may come at a higher cost than standard turnaround times. If you require a quick turnaround for your scanned documents, it's essential to consider the potential impact on pricing.

You can scan and store a wide variety of documents using document scanning technology. Here are some examples of the types of documents that can be scanned and stored electronically:

1. Paper Documents: This includes various types of paper-based documents such as invoices, receipts, contracts, legal documents, medical records, HR documents, financial statements, reports, correspondence, and more.

2. Photographs: Physical photographs, prints, or photo albums can be scanned to convert them into digital format, allowing for easier storage, sharing, and preservation.

3. Drawings and Blueprints: Architectural or engineering drawings, blueprints, and other large-format documents can be scanned to create digital copies for easy access, collaboration, and archival purposes.

4. Microfilm/Microfiche: Microfilm and microfiche containing important historical records, newspapers, or archival materials can be scanned and digitized, enabling easier retrieval and preservation.

5. Books and Magazines: Books, magazines, and other printed publications can be scanned to create digital copies, making them accessible in electronic format.

6. Forms and Surveys: Scanning and storing forms, surveys, questionnaires, and other data collection documents allows for efficient data capture, analysis, and retrieval.

7. Business Cards: Scanning business cards and storing the contact information electronically simplifies organization and facilitates easy access to contact details.

8. Legal Files: Legal firms can scan and store case files, court documents, pleadings, depositions, exhibits, and other legal paperwork, enabling secure and organized access to critical information.

9. Historical Documents: Historical archives, manuscripts, or rare documents can be scanned and stored digitally, preserving them for future generations while allowing for wider accessibility.

10. Certificates and Credentials: Educational certificates, diplomas, licenses, and professional credentials can be scanned and stored digitally for secure record-keeping and easy retrieval.

It's important to note that different document scanning technologies and services may have specific limitations or requirements based on the document type, size, condition, and desired output format. Working with a professional document scanning service like Onsite Management can provide guidance and expertise to ensure the optimal scanning and storage solutions for your specific document needs.

Yes, OMG Services can handle non-standard document sizes and formats. We are equipped to handle a wide range of document sizes and formats to accommodate diverse client needs. Whether you have oversized documents, irregular shapes, or unique formats, OMG Services can likely assist you in scanning, printing, or copying them.

OMG Services strives to deliver high-quality scanned images as part of our document scanning services. We understand the importance of clear, legible, and accurate digital representations of your documents. Below are some general considerations that contribute to the quality of scanned images:

Resolution: Scanning at an appropriate resolution ensures that the digital images capture the fine details and text legibility of the original documents. Higher resolutions are typically used for documents with intricate graphics or small text, while lower resolutions may be suitable for documents with larger fonts or less complex content.

Color Depth: The color depth or bit depth refers to the number of colors or shades that can be captured in a scanned image. Higher color depth allows for more accurate representation of color documents, photographs, and other visuals.

Image Enhancement: Professional scanning services often employ image enhancement techniques to improve the quality of scanned images. This may include adjustments for brightness, contrast, sharpness, and removing any potential artifacts or distortions.

Consistency: Consistency in scanning is crucial to maintain uniform image quality across all documents. Ensuring consistent settings, calibration, and quality control measures help achieve reliable and predictable results for all scanned images.

Quality Control: Reputable scanning service providers have quality control processes in place to verify the accuracy and quality of the scanned images. This may involve manual inspections, automated checks, or comparison against the source documents to ensure that the digital representations faithfully reproduce the original content.

When Onsite Management Group prepares your documents we follow a series of steps to ensure that the scanning process is smooth, efficient, and produces high-quality results.

 We will assess the type and condition of your documents to determine the best approach for scanning. We will identify any special considerations, such as oversized documents, fragile materials, or unique formats.

The documents are sorted and organized based on their type, size, or any other specified criteria. This helps streamline the scanning process and facilitates efficient handling of different document categories.

 Any items that should not be scanned, such as staples, paperclips, binder clips, or sticky notes, are carefully removed from the documents. This is done to prevent damage to the scanning equipment and ensure the integrity of the scanned images.

If necessary, documents are straightened to ensure that they feed smoothly through the scanning equipment. This may involve unfolding folded pages, flattening crumpled documents, or aligning skewed sheets.

Yes! That is an advantage when you partner with Onsite Management Group for your document scanning needs.