Full Service Document Scanning & Digitizing

hipaa compliant document scanningManaging paper documents can take up a lot of time, resources, and space that many companies just don’t have and leaves them vulnerable to numerous risks. Do you know where your active, inactive, and archival records are at all times, and do you know who has access to them? Are they stored in offsite storage that drains your budget or taking up space in your building? We offer turnkey bulk paper records scanning for letter, legal, and large format documents with stringent quality control measures that are completely HIPAA and CJIS compliant. Learn more about high-speed document scanning services.

Our turnkey scanning services include everything from document preparation up to final document review.

  • Document preparation: Staple removal, document repair, raised notary seals
  • Record conversion: 200-300 DPI scanning to TIFF or PDF format/image enhancement
  • Indexing up to 25 characters
  • 100% verification of image quality, indexing, and file/page counts
  • Standard file types supported (PDF, TIFF, JPG)
  • Black & white, color, and grayscale scanning
  • Pick-up and delivery services
  • Onsite or off-site scanning
  • Secure records destruction services
  • Interface with leading records management software

Quality Control Measures

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To protect your documents, we provide strict quality control measures to ensure that all of your documents are scanned exactly the way you want within complete regulatory compliance.

  • Chain of custody tracking
    • We utilize a barcode tracking database to maintain a complete history of tasks required to complete the project, the persons assigned to the tasks, and the records assigned to each person
    • Barcode task location labels are also printed for prep, scan, and audit stations as well as archive boxes and staging areas
  • 24 hour security
  • 24 hour video surveillance
  • Fire & smoke detection devices in every room
  • 100% employee background checks
  • Drug-free workplace
  • HIPAA training & certification
  • CJIS certified

Technical Considerations

Index Schemes

Our company is founded in records management and best practices. As such, our team is fully qualified to assist you with developing an indexing structure that works with you.

Scanning Resolutions

Scanning resolutions start from DPI (dots per inch). Industry standard is between 200 and 300.

Optical Character Recognition

OCR provides the highest accuracy results possible, resulting in searchable PDF files. With its search capabilities, OCR technology can streamline research efforts by 80% and prevent researchers from searching through hundreds of pages.

Data Transfer

try our document scanning services for freeData can be delivered via an encrypted drive, secure downloads, or we can host your images on our Cloud server for up to one year.

Our Cloud service offers:

  • Unlimited users
  • User level security restrictions
  • Access from all devices
  • Search
  • View
  • Fax
  • Email
  • Zoom-in, zoom-out
  • Print

Questions?

Questions about our document scanning and file conversion process? Take a look at our document scanning FAQ.

Contact Us for Turnkey Bulk Paper Records Scanning

Southwest Solutions Group® provides document scanning and imaging services to all types of businesses across every industry. We will even scan, index, and upload a box of your records for free using our off-site scanning services so you can try before you buy. For more information or to speak with a scanning specialist, call us at 1-800-803-1083 or send us a message today.

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