Work at the speed of digital

Documents and information are the knowledge base of any organization. But keeping that info trapped as paper or spread across disks, thumb drives, or computers limits the value an organization can receive from that knowledge. ARC’s scanning services helps you unleash the power of those documents.

Watch a short overview video about our scanning services

ARC’s document scanning services transform paper and digital documents into instantly accessible information from anywhere. Documents and information are the knowledge base of any organization. But keeping that info trapped as paper or spread across disks, thumb drives, or computers limits the value an organization can receive from that knowledge. ARC’s scanning services help you unleash the power of those documents.

Why use document scanning services?

Our document scanning services will help you have complete access to your paper documents in a digital format. We will assist you with quick search, document retention policies and go forward scanning plans. We can also support you with document information management in the cloud and easy access via mobile devices

Improve workflow

We scan and organize your digital documents, so you can find what you are looking for quickly and easily. Digital documents allow for quick access, sharing and managing of all your documents. It makes it easy and fast to find exactly what you are looking for in seconds thanks to improved searchability. With paper documents, valuable time is wasted searching through physical documents and storage: an average employee loses 1-2 hours per day looking for the info they need. ARC scanning services give you that time and money back.

OCR means powerful search

ARC’s scanning services take full advantage of Optical Character Recognition (OCR) to capture all the text on your documents, making it easy to search for information using keywords.

Take your information anywhere

ARC’s scanning services enable you to quickly and securely access your digital information from anywhere, on virtually any device.

Protect your information

Document scanning services allows you to securely transform all your business assets such as blueprints, medical records and contracts or student records, into digital files improving productivity and collaboration among your team members. Every department in your organization such as human resources, accounts receivable, and legal, can benefit from scanning their documents. In addition, Physical and locally stored digital documents are at risk from natural disasters, and social engineering theft. Leveraging highly-encrypted, cloud-based storage and management ensures the best level of security for your information.

Cost efficiency

By digitizing your documents and digitally storing them you can save storage fees as well as valuable space in the office. In addition, you save money and time as your teams find what they need faster and more easily, no matter where they are, on the go.

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.

Learn more about HIPAA

We have happy customers!

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

How do document scanning services work?

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

  1. Large format documents are barcoded for inventory control
  2. Documents are prepared for scanning
  3. Documents are scanned (images captured to digital format)
  4. Scanned images are quality checked for clarity & completeness
  5. Documents are reassembled for return to customer
  6. Or original documents are prepared for destruction
  7. Scanned images are processed into final format deliverable (including file naming and folder structuring)
  8. Deliverable images are delivered to customer (via SkySite, SFTP, Thumb Drive, or CD/DVD)

Document Conversion Workflow

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.

STAGE 1
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Barcode all boxes
and documents

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Inventory and secure
seal documents at
customers sites

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Secure transport
of documents to
HIPAA center

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Inventory & confirm sealed boxes at
HIPAA center

STAGE 2
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Secured and
surveilled storage

STAGE 3
img

Prepare documents in
secure environment

STAGE 4
img

Scan documents, data
encrypted at rest

STAGE 5
img

Document indexing and
data normalization

STAGE 6
img

Document
quality review

STAGE 7
img

Image processing
and OCR

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Image and data migration,
encrypted at all times

STAGE 8
img

Document
re-assembly

img

Secure transport of
documents, return to
customer

OR
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Document destruction
at HIPAA center

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

Capabilities

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

Going from paper to digital made easy

Watch short video

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.

  • 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 and map 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.

  • 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.

  • 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

For any industry

Departments benefiting from scanning paper documents

Proud to be a GSA approved vendor.

Services included:

  • COVID-19 Social Distancing Signs
  • Document Scanning
  • Floor Decals & Graphics
  • Document Printing
  • Wayfinding & Safety Signage
  • Wayfinding & Safety Signage
  • Indoor & Outdoor Signage
  • Facilities Plans Solution

Let’s get started

Learn More

Document scanning made easy You box it, we scan it.

$ 199 per box

Learn more

What documents can be scanned?

Short answer: Most documents can be scanned

General

  • Business Documents
  • Business Documents
  • Financial Records
  • Purchasing Documents
  • Personnel Records
  • Facility Plans
  • Meeting Minutes
  • Legacy Documents
  • Blueprints
  • Schematics
  • Books
  • Aperture Cards
  • Microfiche
  • Microfilm
  • Archival Records
  • Maps
  • Invoices
  • Legacy Documents
  • Xrays
  • Photos
  • Slides
  • Film Negatives

HR

  • Employee Records
  • Benefit Documents
  • Payroll Records
  • Labor Negotiation & Contracts
  • Occupational Health Files

Transportation

  • Facilities Documents
  • Maintenance Records
  • Passenger/Ridership
  • Records

Health Care

  • Patient Files
  • Doctors’ Notes
  • X-rays

Marketing & research

  • Forms
  • Questionnaires
  • Studies
  • Surveys

Accounts payable

  • Invoices
  • Year-end Files
  • Expense Statements
  • Purchasing Records
  • Bank Statement

Legal

  • Case Files
  • Discovery Documents
  • Correspondences
  • Contracts
  • Client Files
  • Deeds
  • Wills

Government

  • Planning
  • Maps
  • Building Permits
  • Benefits
  • Street Records
  • Housing Files
  • Microfilm
  • Plans

Education

  • Student Transcripts
  • Student Records
  • Facility Plans
  • Board Meeting Minutes
  • Historical Records

Manufacturing

  • Engineering plans
  • Parts/Assembly Drawings
  • Maintenance Records
  • Part lists
  • Service Records
  • Microfiche
  • Facility Plans
  • Equipment Manuals
  • Warranty Records

Logistics

  • Delivery Tickets
  • Shipping Documents
  • Invoices

We have 140 locations to serve you!

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.

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.

The cost of a scanning project can vary widely based on the size, format, and condition of the original documents as well as the type of services you require such as HIPAA, shredding, or OCR. However, we have made it easy with our Scan by the Box service to quickly estimate the cost based on the number of boxes you have. It will cost you $199/box (CAN $ 249) for a 15x12x10 box. A 15x12x10 box can contain up to 2500 sheets of paper. The price is for single- and double-sided documents. For high-volume scanning needs, ARC offers special and competitive prices. please simply fill out the form, call us at (833) 272-8880, or use our live chat.

We offer several types of document scanning services

  • Legal
  • Medical
  • Manufacturing
  • Construction, Engineering, & Architecture - AEC
  • General business documents
  • Education
  • Government
  • Financial

We offer wide format and small format document scanning services. We can also scan other types of assets such as microfiche, and aperture cards. See a full list of the type of documents we can scan

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

Our document scanning services will help you to have complete access to your paper documents in a digital format. We will assist you with quick search, document retention policies and go forward scanning of documents. We can also support you with document information in the cloud and easy access via mobile devices