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Why scan documents?

Scanning documents is a practical and efficient way to transition from traditional paper-based record-keeping to a streamlined, digital approach. By converting physical documents into digital formats, businesses and individuals can save time, space, and resources. Digital documents are easily accessible, searchable, and can be securely stored and backed up. They facilitate collaboration, boost productivity, and align with eco-friendly practices by reducing paper usage. Whether it’s for improved organization, cost savings, or compliance with regulations, scanning documents offers a multitude of benefits that enhance data management and information accessibility.

What Is Scan By The Box?

Scan by the Box is a low risk, no commitment way to digitize your paper documents. For a flat fee of $199/box, we will scan all your documents and index them for easy search. Give us the documents you can fit into a box: business documents, large format, color and black & white etc. By digitizing your paper documents, you will be able to find documents within seconds and free yourself from boxes and paper transforming your office to be paperless.

Fast Turnaround

We are quick and with 140 scanning centers in North America, we are closer than you think.

Security & HIPAA

Digitizing documents helps you protect them, reduce risk and keeps you HIPAA compliant.

Capabilities

We can scan any volume, no matter the complexity, and almost any type of document.

$199 per box (15"x12"x10")

What’s included?

  • - Storage box
  • - Scan to PDF at 200 dpi
  • - 3 fields of indexing
  • - Up to 50 folders per box
  • - Link to download data
  • - Pick up & delivery within 20 miles of an ARC store
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Low-Risk Document Scanning Solution

Try Scan by the Box

Turnaround Time

  • 1-5 boxes - 10 business days
  • 5-10 boxes - 15 business days
  • 11- 20 boxes - 20 business days
  • 21+ - upon estimate

Additional Service (rates are per box or as noted)

  • Additional indexing per field - $7.50
  • Searchable OCR - $5.00
  • Shredding - $10.50
  • HIPAA request documents - $30.00
  • Additional folders per set of 50 - $10.00
  • Custom batch uploads - upon estimate
  • Data on thumb drive - $25.00
  • Upload to customer’s portal – upon estimate

How It Works

It’s easy as 1,2,3 (almost): You stuff your box. We scan. You’re now paperless. It’s that simple!

1 Your pack

You Pack

2 Wescan

We Scan

3 Papoffice

You Have A Paperless Office

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Learn How Digitizing Your Documents Transforms The Way Your Office Works

Get our mini-guide to document scanning:
A Simple First Step to Transformation

Why Scan By The Box?

  • Stop wasting time searching for physical documents
  • Stop spending on storage fees
  • Stop taking precious square footage for storage
  • Stop putting your organization at risk (disasters,compliance)

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

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

Security & Compliance

Going paperless is about more than just digitizing documents — you need to take security into consideration. We keep your documents safe and protected through our process.

Tracking Paper & Chain of Custody

We keep track of your documents using barcodes. No lost or misplaced files. Chain of custody is tightly maintained during the process to track things like location, handler’s information and time.

Encryption

Scanned documents are encrypted to ensure confidentiality and integrity of data.

Physical & Onsite Security

Your documents are safe with us. We keep tight security protocols at every stage of the process thanks to things like tamper-evident tape, locked storage, 24-hour surveillance cameras…

HIPAA & Compliance

By digitizing your documents, you make it easier to fulfill legal and regulatory obligations. Even PHI/PII documents are protected the way they should be.

HIPAA Compliant
Records Management

Safely manage documents containing PHI and PII and the risks associated with data security.

Learn more about HIPAA
HIPA Compliant Records Management
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Give It A Try!

You have nothing to lose with our low-risk, no commitment document scanning solution. ARC’s Scan by the Box service is a simple, quick, and cost-effective solution to digitize your documents. Try a box today and see for yourself.

Get Your Test Box

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 $199 per box (CAN $249/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.

  • Medical and HIPAA compliant scanning services

    Improve patient record management and security level thanks to electronic medical records or EMR. By scanning and digitizing all your paper documents including medical records, facilities documentation as well as billing and accounts receivable paperworks will make your healthcare organization more efficient and secure. We meet HIPAA requirements and can handle PHI/PII records.

  • 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.

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

Customer Success

Scan by the box - FAQs

Document Scanning is the process of converting hard copy paper documents into electronic file formats to reduce storage costs, and allow more flexibility in searching and sharing the documents with others.

Our new “Scan by the box” system will cost you $199 per box. We also have several optional a la carte add-ons such as:

Additional indexing per field -$7.50
Searchable OCR -$5.00
Shredding -$10.50
HIPAA request documents -$30.00
Data on DVD or Hard drive -$25.00
Upload to customer own portal -Upon estimate

Yes, and Yes, We will provide the boxes (15”x12”x10”) but you can also use your own boxes as long as they are 15”x12”x10”.

The rate of $199/box will include the following:

  • Storage box from ARC
  • Scan to PDF at 200 dp
  • 3 fields of indexing
  • Up to 50 folders
  • ARC link to download files
  • Pick up & delivery 20 miles within a ARC location

We do our best to scan your documents as fast as possible, here is our typical turnaround time (business days):

1-5 boxes -10 days
5-10 boxes -15 days
11- 20 boxes -20 days
21+ boxes -upon estimate

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

We can scan paper as small as a business card, all the way up to Maps and Drawings 60” wide by any length, even 20 feet long!

Yes, our methods of scanning can create a multi-page file, most commonly PDF, even having thousands of pages into one PDF file.

95% of all paper we scan will be converted to a PDF file. On rare occasions, we also scan to a TIFF file format and sometimes others.

Yes, be sure to ask for “Color” or “Auto-Color” when requesting service from your vendor. Auto-Color is a method where the scanning equipment examines the page image as it is being scanned, and if there is color present on the original page, then the images saved will also be in color. Otherwise if there is no color on the original, then the image is saved as Black & White.

You certainly can, but be aware that images containing color are much larger than images of just black & white. This is why the Auto-Color option has become a very popular choice for customers.

OCR stands for Optical Character Recognition. When scanning paper, the immediate result is an image (or picture) of the page. The text on the page is not actually held as “Text”, instead it appears to you and I as text, but it is actually a series of pixels (dots) that form the shape of text. Therefore, in the immediate scanned image, no text is actually present. Next, we run the image file through specialized software that examines the shapes that are formed by pixels, comparing the shapes to actual text characters and then finds the closest match, to create a representative text file. Most commonly, the representative text can then be searched to find specific words or phrases that might have existed on the hard copy paper.

The OCR result is only as good as the original hard copy image that it was scanned from. If the original was clean “machine printed” text, then the OCR result can be as accurate as 98% or 99% at the character level. However, if the text on the original was obstructed, or if the original page images was weak in contrast or poor in image quality, then the accuracy of the OCR will quickly diminish

Yes, the OCR result can be saved to .doc or .docx format, but understand that much of the formatting characteristics, such as tab indenting, numbered or bulleted lines will be lost or not carry the actual formatting characteristics. If you are seeking to have pages scanned to MSWord formats, be prepared to spend time editing the results, and cleaning up the OCR’d text to make the Word file fully usable.

In addition to the file naming and/or naming of folders; There are two other ways to search and find electronic documents. First involves associating metadata (aka index data) to the files created. By associating this metadata, some software tools will allow the user to search the metadata to find specific documents. As an example, you can associate a document type such as “Contract” to your electronic result, and also associate a date of expiration of that contract. Therefore, you could search for “Contacts” that expire between a certain date range. The second way to search is by applying OCR technology to create a text representation from the original, where that text can also be searched. So now, you could search for “Contacts” that expire between a certain date range, and that also contain a specific name or phrase, to further refine your search.

Scanning can be useful and beneficial to all industries.

Any departments.