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.
The scanning process is simple and we do all the heavy lifting. Your paper records are scanned, digital documents collected, and all your information gets centralized on your own system or our proprietary cloud-based document management application.
ARC’s scanning services takes full advantage of Optical Character Recognition (OCR) to capture all the text on your documents, making it easy to search for information using keywords.
ARC’s scanning services are compatible with our cloud-based document management system, enabling access to information from anywhere, on virtually any device.
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
Inventory and secure
seal documents at
of documents to
Inventory & confirm sealed boxes at
Prepare documents in
Scan documents, data
encrypted at rest
Document indexing and
Image and data migration,
encrypted at all times
Secure transport of
documents, return to
at HIPPA center
Physical and locally stored digital documents are at risk from fire, water damage, and social engineering theft. Leveraging highly-encrypted, cloud-based storage and management ensures the best level of security for your information.
Iron-caged storage facilities reduce the value of your information to knowledge to documents that you can’t easily access.
Is your organization still working at the speed of paper? 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.
This was an extremely detail-oriented job with very demanding specifications. We were impressed with ARC’s work every step of the way, and we look forward to working with them again in the near future.
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.
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.