Document Scanning

Save time searching for records with our document scanning and imaging services.

Whether you need one-time document scanning services or want to undergo a full digital transformation, Vital Records Control has the experiences, processes and scanning equipment to convert your physical records into digital files you can access whenever you need them.

Document Imaging 

We provide a range of document scanning services for documents of all sizes, including scan-on-demand, medical records scanning, and more.

Digital Transformation

When your business is ready to go paperless, Vital Records Control can streamline the digital transformation process by converting your physical records into organized digital files.

Save time, reduce costs and work more efficiently with our document imaging services.

Whether you need large format document scanning or immediate access to a record stored in our vault, our document imaging specialists can convert your physical records into high-quality digital files that you can access immediately.

We’ll work with you to customize a document scanning solution that meets your needs, budget and compliance requirements.

Our document imaging services include:

• Large Format Scanning
  From blueprints, maps, X-rays, to legal documents, we can convert your paper documents into high-quality digital images.
• Scan-on-Demand 
  Use our online document management portal to order imaging services for any record you store with us. Our pay-as-you-go system means you get exactly what you need, when you need it.
• Day Forward Scanning
  We identify the points when paper enters your workplace and reroute them to our digital center for document scanning and indexing, giving your staff instant access to imaged documents.
• Backfile Conversions
  This cost-effective approach to scanning includes a series of small imaging projects that let you convert legacy paper records to digital files over time.
• Medical Records Scanning
  We’ll convert your medical records into HIPAA compliant digital files that can be imported into your EMR system.
• One Time Scans
  Whether you want to scan less than a box of documents or thousands of files, our one-time document imaging services are customized to fit your needs.
• Document Management System Integration
  The scans we produce can easily be uploaded into your electronic document management system for immediate access.

How It Works

Our imaging experts organize and prepare your documents for scanning, removing bindings, repairing tears and straightening corners so that your records scan beautifully.

We perform a manual quality control process to make sure your documents are readable, and there are no missing pages or double feeds. Then, we scan your documents with high-speed scanners. After scanning, each image is carefully reviewed for readability, color correctness and proper orientation.

We’ll categorize your scanned files, then perform hand-keyed indexing or OCR (optical character recognition) to convert each image into searchable text.

We’ll save the digital files into the format of your choice (PDFs, JPGs, TIFFs and more) and migrate the files to the document management system of your choice.

Finally, your hard copies will be returned to you, stored in our off-site storage facilities or securely shredded.

When your business is ready to go paperless, Vital Records Control can help you start your digital transformation.

Our digital transformation specialists have more than 30 years of experience helping clients efficiently organize, digitize and index their documents.

When your company undergoes a digital transformation, you’ll:

• Save Time
  Stop spending valuable time tracking down physical files. Our digital transformation services give you the tools you need to better store, access and manage your documents.
• Work Efficiently
  Having 24/7 online access to files will help your staff perform better, work collaboratively and lead to quicker turnaround times. Our imaging team will work with you identify active records to digitize now, then make a plan to store or scan the ones you use less often.
• Improve Processes and Enhance Compliance
  Due to state and federal regulations, some documents may need to be stored for several years to meet compliance requirements. We’re able to store your physical records compliantly, while giving you secure online access to the files you need most often.
• Maximize Space
  Digital transformation allows you to consolidate files, eliminate duplicates and reclaim the space physical records take up in your office.
• Enhance Security
  Regardless of the imaging solution you choose, your digital files are will be protected in secure data centers. And, we mirror scanned images and back them up to tape for storage in our off-site media vaults. Each document is tracked and monitored for compliance with Sarbanes-Oxley, HIPAA, and other government regulations.

If you’d like to learn more, contact us, and we’ll be happy to answer your questions about our document scanning services to find the right solution for your company’s specific needs.