Document Scanning Services
Our experienced team at Recordsforce will help you rid yourself of paper files in accordance with FDA quality standards and scan using the fastest and highest quality scanners. Answer a few questions about your project and get a quote instantly.
Fast, Accurate & Secure Document Scanning Services
For over 20 years, Recordsforce has provided document scanning services, process automation and document management solutions to help eliminate paper-intensive processes. Our stringent security and compliance protocols give you the comfort of knowing that the systems we use have achieved a level of safeguarding few others in the industry have.
"Being in Human Resources, we need to keep any past employee’s records permanently. Without Recordsforce, I would be swimming in paperwork.”
– Ludeen Maguy | Sysco
Why Outsource Your Document Scanning Needs?
No need to hire temps or take up space in your office running on-site document scanning services. It can be inefficient, and from a security standpoint, put your documents at risk. Recordsforce document scanning services run in accordance with FDA quality standards and operates like a manufacturing process for your documents. All of your records are secure and processed efficiently using our state of the art high speed scanners.
Get The Job Done
Recordsforce has the right equipment and highly trained staff to scan documents quickly & efficiently.
SSAE-18 SOC II Compliant
We are a vetted secure provider. Are the temps you hire to look at your private documents trustworthy?
We can quickly and easily integrate your images and data directly into your systems.
Focus On Your Company
Focus your team on your organization’s goals rather than worrying about scanning documents.
Our Document Scanning Process
1. Retrieve Your Documents
Recordsforce can send a team to pack and transport your records back to our secure, SSAE-18 SOC 1 Type II compliant scanning facility. Not in the Northeast? We provide ready to pack boxes with instructions for shipping your documents securely back to our facility. Once they are received, the documents are checked into our PACE production management system and given a unique batch number. Our PACE system tracks all of the information relating to that batch, as well as every step that batch will go through while being processed. This offers one-of-a-kind transparency and real-time status updates to our customers, ensuring the chain of custody for your documents, and allowing you to track your records as they progress through our document scanning process.
2. Document Preparation
Our highly experienced staff is trained to prepare your files for scanning. During that process staples are removed, sticky notes are moved and if documents are damaged, they are repaired. Everything is done in accordance with FDA CFR 21 Part 11 if any document needs to be altered in order to digitize. Furthermore, our team can help you reduce the cost of your project by identifying and removing documents that you do not need to retain as part of your retention requirements. By removing these unneeded documents, we reduce the overall cost of scanning, storing and managing your documents forever.
3. Document Scanning
The documents are then scanned exclusively through our high-speed Kodak 5000 series scanners. These machines, combined with our trained technicians, ensure the best resolution, clarity and results. Our scanners are tried and trusted by the world’s most prestigious institutions, as they provide the highest possible quality with minimal downtime.
4. Data Extraction/Capture
Data is captured per each customer’s instruction through the combination of artificial intelligence and manual data entry. Work instructions are first approved by the client before technicians are able to start our process. This ensures that an individual is knowledgeable about the specific instructions required by the customer. Documents are then indexed through manual keying or automated data recognition in our specialized data capture software.
5. Quality Control
Using data validation, field level constraints, human review, and business rules, our process ensures that your documents are complete and processed accurately. Our controls are built to meet the most stringent regulatory requirements and ensure the highest level of customer satisfaction.
6. Delivery To You
Once the documents have been passed by quality control, they are exported out of the data capture software and delivered to you in your choice of format. Whether it be via an encrypted thumb drive, uploaded to one of our cloud-based systems, SFTP (Secure File Transfer Protocol) to our portal, or uploaded directly to your system. Recordsforce can help you upload your new digital files into a new content management system like our Recordsforce Cloud software, or directly into your ERP.
7. Storage & Destruction
At the end of every document scanning project, Recordsforce offers our customers the choice of either having their boxes returned, storing the documents at our secure facility, or shredding the documents and disposing of the boxes properly.
Document Scanning Services For Any Industry, Any Size
Regardless of your industry, process or size, Recordsforce will help you rid yourself of your paper files with a fully managed turnkey solution.
Specialty Document Scanning Services
Recordsforce has the right equipment and highly trained staff that can handle even the most unique document needs. Whether you have large documents or your files sustained a considerable amount of water damage, our team can help even the most dire document situations.
Frequently Asked Questions
What types of documents do you scan?
Recordsforce can scan all types, sizes and volumes of documents. We scan medical records, auto dealership documents, government records, lab notebooks, legal documents, aperture cards, invoices, employment records, financial documents, you name it!
How do you get our documents?
Recordsforce can arrange a courier to transport them back to our secure, SSAE-18 SOC 1 Type II compliant facility, or we can help you package and send them by mail (fully insured and trackable).
How can I estimate how many documents I have?
As a guide, standard bankers box holds up to 2,500 pages and a vertical filing cabinet holds 3,000 to 5,000 pages. A more detailed estimate for your scanning project can be found on our Scanning Project Estimate Generator.
How do you deliver the scanned documents?
Digitized images and data can be delivered in a variety of formats. Options including an encrypted thumb drive, uploaded to one of our cloud-based systems, SFTP (Secure File Transfer Protocol) to our portal, or uploaded directly to your system
What happens if I need a document while it is at your facility?
When you are in need of a document, you request it, we will find the stored document, digitize it, and deliver the image through our secure cloud-based software in a short period of time, where you can access it at anytime.
How long will the project take?
That depends on how many files you have and the condition they are in (if they have a lot of staples or are large format they can take longer). However, we offer complete transparency into the process utilizing our PACE system – You can always see the status of your batches!
Can you return the records once they’re scanned?
Absolutely! We can return them immediately or we can store your boxes free of charge for up 3 months until you determine how you’d like to proceed.
What certification do you have for security?
Recordsforce facility is SSAE-18 SOC Type II compliant. The SOC II focuses on a business’s controls as they relate to security, availability, processing integrity, confidentiality, and privacy of a system. We make sure you have the best in class protection for your important documents.
How do you determine pricing?
Our pricing is based on the physical size of the documents (large format, regular documents, etc.), amount of documents, the quality of the documents, as well as the types of data extraction and delivery requirements.
Can you receive and process electronic documents?
Yes! We can have a dedicated portal set up, monitored directly by us. We sort the incoming emails/documents for processing. We can extract the required data off the necessary documents and deliver them into your workflow or systems.
Why Choose Recordsforce?
State of the art scanning technology & highly trained and experienced staff.
Strict quality control process ensuring the highest of accuracy.
20+ years of document scanning & document management experience.