How long does scanning take?

Timelines vary by project size and file preparation needs, but we will provide a full schedule before starting your project.

Does scanning save money?

Digital files reduce paper waste, eliminate storage costs, and streamline staff time, which helps lower your overall operating costs.

Document Scanning Services for Secure, Searchable Records

Document scanning services from Southwest Solutions Group help you convert boxes of paper into secure, searchable digital records for every department. Whether you’re managing case files, patient charts, or service tickets, we design a turnkey workflow that includes preparation, scanning, indexing, quality checks, and encrypted delivery. Your team gains faster access to information, stronger compliance, and more usable space in offices, file rooms, and warehouses. When you’re ready to start a project or explore budgeting and phasing options, request a consultation with one of our document management specialists.

professional sorting and organizing files before digital scanning and indexing

Why Choose a Document Scanning Service?

Paper files are hard to manage, expensive to store, and risky to secure. We offer full-service document scanning that includes packing, transport, high-speed scanning, indexing, and encrypted digital delivery.

FEATURES:

Bulk scanning for legal, medical, engineering, and business documents
OCR, barcode, and folder indexing for easy lookup
HIPAA, CJIS, and GSA-compliant processes
Digital output for any DMS or file-sharing platform

Secure and Compliant Scanning Workflows

We prioritize privacy and compliance at every step. From chain-of-custody tracking to access-controlled scanning environments, our services are built for sensitive records.

FEATURES:

Secure chain of custody with barcode tracking
Locked scanning rooms with surveillance
Encryption and secure file delivery
Certified HIPAA and CJIS procedures

secure facility with restricted access where physical documents are prepared for scanning

high-speed scanner processing multiple documents for digital conversion and secure storage

High-Speed Conversion for Any Document Type

Our scanning systems handle everything from standard pages to oversized drawings and fragile historical records. No matter the document type, we deliver clean, searchable files.

Letter, legal, blueprint, photo, and archival scanning
File delivery in PDF, TIFF, JPG, or custom formats
Optional file return, shredding, or offsite storage

technician reviewing scanned legal documents on screen for accuracy — Digitize contracts, case files, and court records so attorneys can retrieve what they need in seconds instead of digging through paper boxes.

Law firms and corporate legal departments depend on fast, accurate access to records. Our document scanning services convert paper case files, pleadings, and discovery into searchable digital archives that staff can securely access from the office, home, or the courtroom.

Files are indexed by client, matter, or document type, so your team spends less time hunting through storage rooms and more time serving clients. For justice agencies and public safety teams, we also support secure and compliant legal record conversion with chain-of-custody controls.

Index legal files by client, case, matter number, or document type.
Reduce time spent searching legacy archive boxes and offsite storage.
Improve secure access from courtroom, chambers, or remote offices.

auto dealership files organized for digital scanning and indexing — Scan repair orders, title documents, and deal jackets into a searchable system that supports faster service, smoother audits, and cleaner back offices.

Franchise and independent auto dealers generate thousands of pages of paperwork every year. Our document scanning services convert service files, title documents, deal jackets, and warranty claims into digital records that can be pulled up instantly during audits, service calls, or finance reviews.

Service advisors and accounting teams can locate documents by VIN, RO number, customer name, or repair date, while reclaimed file-room space can be repurposed for revenue-generating operations or customer amenities.

Digitize service files, F&I paperwork, and title records for quick access.
Search records by VIN, customer name, RO number, or repair date in seconds.
Improve audit readiness while reducing the footprint of paper storage areas.

automated bulk document scanner converting medical and public records to digital files — Protect sensitive PHI and citizen data with compliant scanning workflows that feed directly into EMR systems, HR platforms, and secure file shares.

Healthcare providers and government agencies manage highly sensitive information that must remain both secure and accessible. Our document scanning services follow HIPAA and CJIS-aligned processes, with controlled environments and documented chain-of-custody for every box we handle.

Patient charts, personnel files, and regulatory records are indexed by ID number, location, or department and delivered in formats that integrate with EMR platforms, HR systems, and secure network shares to support compliance and faster response times.

Use compliant workflows with encryption, access control, and audit trails.
Index patient, personnel, and case files for fast retrieval and reporting.
Deliver digital files in EMR- and DMS-friendly formats across your network.

Frequently Asked Questions

We scan everything from standard-size paper to blueprints, photos, fragile historical documents, and large-format engineering drawings.

You can choose to have your files returned, securely shredded, or stored long-term offsite.

PDF, TIFF, JPG, or custom formats that integrate with your document management system.

Timelines vary by project size and file prep needs, but we’ll provide a full schedule before starting.

Yes. We follow strict HIPAA, CJIS, and GSA security protocols including encryption, access control, and chain-of-custody.

Definitely. Digital files reduce paper waste, eliminate storage costs, and streamline staff time.

Honest Results

“Our command staff was very impressed with everything they saw! I think I speak for everyone here that we are extremely happy with the (document scanning) progress to date and we are very comfortable with where we are.”

“I am amazed at how great a company you all are to work with. Our scanned images are perfect and exactly what we needed. If you ever have any potential clients that want a reference, I would love to promote your great work. I will let you know if anything comes up or need additional services.”

“Everyone has gone above and beyond to ensure the success of our project. Court and Adam did an excellent job managing a very complex set of files and documents and the quality of the output was exceptional! We had documents from the early 1960s in those files and scan quality on even those older documents was fantastic.”

Southwest Solutions Near You

With 7 offices in Texas, Oklahoma, Kansas and Colorado, plus teams covering every major metro area nationwide, Southwest Solutions Group delivers expert document scanning services wherever you need it.

Document Scanning Service Areas

Texas

Offices in Austin, Dallas, Houston & San Antonio w/ sales, design, and installation coverage statewide

Austin
Dallas
El Paso
Fort Worth
Houston
San Antonio

Oklahoma

Office in Edmond w/ sales, design, and installation coverage statewide

Broken Arrow
Edmond
Lawton
Norman
Oklahoma City
Tulsa

Kansas

Office in Lenexa w/ sales, design, and installation coverage statewide

Kansas City
Lawrence
Olathe
Overland Park
Topeka
Wichita

Colorado

Office in Englewood w/ sales, design, and installation coverage statewide

Aurora
Colorado Springs
Denver
Fort Collins
Lakewood
Boulder

Alaska