Medical Record Scanning

Enhance your health and patient records system by securely digitizing your patients’ hard copy medical records. To maintain the highest level of security, your patient’s sensitive information will be captured at one of our HIPAA-compliant facilities, and then processed following the strictest requirements. Our document scanning experts will transform protected health information into digital medical records so you can improve your medical records management.

We offer the option of converting to electronic health records at your location or at one of our HIPAA-compliant and secure scanning centres. Our experts will index and scan any volume of medical records in a timely manner and at a reasonable price.

hipaa compliant and secure scanning

How does medical records scanning services work

Here are the steps of our general process for document scanning:

  1. Medical records are barcoded for inventory control, sealed and securely transported to one of our HIPAA compliant facilities
  2. Records are prepared for scanning
  3. Patient Documents are scanned (images captured to digital format)
  4. Scanned images are quality checked for clarity & completeness
  5. Hard copy documents are reassembled for return to customer
  6. Or, original documents are prepared for certified destruction
  7. Scanned images are processed into final format deliverable (including file naming and folder structuring)
  8. Deliverable images would be encrypted and transferred to the customer (via SkySite, SFTP, Thumb Drive, or CD/DVD), for upload into the customer's EMR system

Document Scanning Process

Your documents and information are safe with us. Our team of document conversion experts keeps a highly secure chain of custody as seen in the workflow below meeting the most stringent requirements. Our facilities and processes are HIPAA compliant.
Barcode all boxes and documents

Barcode all boxes
and documents

Inventory and secure seal documents at customers sites

Inventory and secure
seal documents at
customers sites

Secure transport of documents to HIPAA center

Secure transport
of documents to
HIPAA center

Inventory & confirm sealed boxes at HIPAA center

Inventory & confirm sealed boxes at
HIPAA center

Secured and surveilled storage

Secured and
surveilled storage

Prepare documents  in secure environment

Prepare documents in
secure environment

Scan documents, data encrypted at rest

Scan documents, data
encrypted at rest

Document indexing and data normalization

Document indexing and
data normalization

Document quality review

quality review

Image processing and OCR

Image processing
and OCR

Image and data migration, encrypted at all times

Image and data migration,
encrypted at all times

Document re-assembly


Secure transport of documents, return to customer

Secure transport of
documents, return to

Document destruction at HIPAA center

Document destruction
at HIPAA center

Get A Free Quote

Scanning has never been easier, get in touch and we will be happy to assess your document scanning project.
It’s easy to get a free quote:

Fill out a formCall us at (833)272-8880Use our live chat now

Find out how much paper you really have around the office.

It’s easy and quick with our quick paper volume estimator.

For all your business and administration document scanning needs, we made it easy.

You box, we scan.

Learn more
Scanning box document mockup with roll

North American Coverage

With 140 scanning centers in the US and Canada, we are where you are.

Fast Turnaround

Thanks to our extensive document scanning team, we can meet your most urgent request


Our document scanning services can accommodate scanning projects of any volumes or complexity levels. We can scan almost any type of documents

Trust us with your sensitive information. Easy to say but we can prove we are up to the task…

We have 6 document scanning super centers certified for security, availability, processing integrity, confidentiality, and privacy thanks to our System and Organization Controls (SOC) certifications.

  • SOC/2 for our methodology, and
  • SOC/3 for the way our systems work to keep documents safe.

In conclusion, your data will be safe and secure with us. We can handle your most sensitive documents

Stay protected with a HIPAA compliant solution

Avoid risk

U.S. Department of Health and Human Services (HHS) penalties can be enforced against entities found to be non-compliant resulting in hefty fines, potential legal action and poor publicity for your organization.

Safe and secure

Having access to documents that contain PHI and PII means your organization must follow strict procedures to protect that information. Leverage ARC's HIPAA compliant service centers and cloud platform to meet these requirements.

Protect your PHI

Maintaining data privacy is a HIPAA requirement. Secure your documents that contain PHI and PII with the appropriate administrative, physical and technical safeguards that ensure confidentiality, maintain the integrity of your sensitive data, and prevent loss or breach.

Document Scanning Service Types

We offer several types of document scanning services:

  • Scan by the box services - you box it, we scan it

    We simplify document scanning. You box it and we do the scanning. Only $219 per box (CAD $275/box). With 140 scanning centers to serve you, we will digitize your documents in no time.

  • Business document scanning services

    By scanning all your business documents, you will gain complete access to your paper information in an organized easy to find digital format, while enabling quick search capabilities. We will assist you with document retention, eliminating all paper files, and go-forward scanning plans. Your team will realize tremendous productivity gains by collaborating faster and more efficiently.

  • Large format scanning services

    Convert all your oversized documents to digital content for easier access and better collaboration. Any business and industry can benefit from digitally converting their large format documents. This digital conversion will improve your teams’ productivity and will speed up transitioning to a paperless office.

  • Blueprint & maps scanning services

    Scan and digitize large format documents such as maps, drawings, and blueprints to gain major benefits such as improved accessibility and enhanced security. You are always looking or working from the latest set easily shareable. And storing is no longer an issue, and you can save valuable physical space.

  • Legal Document scanning

    Save money on storage costs and save valuable space when you scan and digitize all legal and business documents. The digital conversion will give you and your team access to your crucial information anytime and from anywhere.

Other optional services and add-ons

  • Indexing
  • Searchable OCR
  • Shredding
  • Data on DVD or hard drive
  • Upload to client’s own portal
  • Custom batch uploads

We have 140 locations to serve you!

Find a document scanning service center near me!

FAQ : Medical Document Scanning

  • Yes, hard copy medical records can be scanned into a digital image format for use in EMR Systems

  • Yes, ARC scanning facilities are HIPAA compliant and can handle and scan documents containing PHI (Protected Health Information) and PII (Personally Identifiable Information). Learn more about HIPAA compliance

  • EMR is a common term for Electronic Medical records. Nearly all medical information generated today is generated and stored electronically, as part of the Medical Record for a patient. However, there are large quantities of older medical records that were created on paper. As long as the patient is still living, these older records are required to be maintained and must be associated with the patient to whom they belong. It has become common practice that the hard copy record should be scanned to convert it into a digital file, which can be stored digitally and associated with the patient alongside the patient’s current digital medical record.

  • Bringing your medical records to ARC for scanning is easy. We have the systems, technology, processes and facilities to securely scan all medical records while remaining compliant with HIPAA regulations to protect the security, privacy and integrity of the medical record

  • The Federal Government Health and Human Services, has mandated by federal law, that a person’s health information is to remain entirely confidential between the medical practitioner and the patient only. PHI (Protected Health Information) must be kept protected, and never be allowed to be disclosed to anyone else without the consent of the patient. Therefore, the handling of PHI (or ePHI, once scanned) must be protected at all times to prevent the unauthorized disclosure to anyone whether accidental or maliciously released. The practices, technology and facilities used by ARC meet/exceed the mandates as established by HHS

  • Electronic Medical Record and Electronic Health Record are two different terms for essentially the same meaning

  • ARC has the capability to scan all forms of paper medical records, as well as paper “EKG” type strips as well as X-Ray films