How Our Document Scanning Services Can Help Your Business
Our Document Scanning Services provide a simple and cost effective solutions to creating a paper free office. Our process allows employees to easily find and share sensitive documents. No more digging through filing cabinets. Digital files will be exact replicas of the physical files and will be indexed for easy file retrieval.
We’ve helped businesses, government agencies and more transition to a digital system. Doing so, helps ensure the safety of documents and streamlines the office by allowing work to get done quickly.
Get started today with a FREE document scanning quote. We realize each project and organization is different. That is why we provide custom options for your organization’s needs. Fill out our form or call/text 859-447-4791 and we’ll provide you with all the information you need.
Our Document Scanning Process
Here at Lex Digital Solutions we make the digitization process so easy for our clients.
After the quote is accepted we set up a date to either securely pick up the documents or scan on-site.
For off-site scanning, we’ll come and pick your boxes or rolls of drawings up. We transport them back to our facility and start the process. For on-site, we set up our scanners in the client’s facility and digitize in house.
First we prepare the documents. Our trained professionals remove all clips, staples, rubber bands and more. We tape down any smaller loose documents to ensure they go through the production scanners safely.
Next we start the scanning process. Our scanning technicians set the scanners up to meet the needs of our clients requests. This is where we choose to scan to color, black and white, set OCR (Searchable PDFs), single sided or double sided and much more.
The paper is then loaded into the scanners where the documents are transformed into digital versions (PDFs) via our high production scanners. If we’re scanning large format documents such as blue prints or schematics the process is similar, but pages are fed into the scanner one at a time. The techs ensure documents are fed through the scanner properly and check the quality of the digital files.
The PDFs are usually indexed during the scanning process. This allows for accurate naming.
Example of the end result:
Client has a standard bankers box that is 15.5 inches deep, labeled “General Business Documents”. The box is full of files. Each file contains documents. The end results for this box would be an exact replica in a digital format.
Client will have a computer folder labeled “General Business Documents”
When the folder is opened, it will be like lifting the lid off the box. The client will see a list of all the physical folders in the box. Each folder will be an indexed PDF of the documents inside.
Client will be able to click on a PDF and look through the document. An added option, will be the Optical Character Recognition (OCR) . This feature allows the client to search a word in the PDF which will show all the pages with that word on it, in order. This can save a considerable amount of time. This option is available with large format scans as well.
Once the scans are complete we’ll provide them to the client for review. We can send the digital documents via clients cloud storage or FTP, deliver encrypted USB drive/External Hard Drive or any other option that falls within the clients security parameters.
How We Determine The Cost Of A Project
We go with the simplest solution for our clients. For regular documents we generally charge by the box. For large format documents we charge by the page. The larger the project the less we charge by page or box.
How does the charge by box service work?
Bankers boxes usually come in two sizes.
Standard Banker’s box which have dimensions: 12.5″W x 15.5″D x 10.5″H
Large Banker’s box which have dimensions: 15″W x 24″D x 10.5″H
Price depends on a few different factors:
Type of Documents: Medical Records, General Business, Loan Documents, Invoices and so on.
Size of Documents: 8.5”x 11”pages, 8.5” x 14” pages, Cards, Receipts, and thin or thick sheets of paper as just a few examples.
On-site vs Off-site: These both depend on location, travel time, need for lodging, and size of the project.
Document Preparation: The amount of time needed to remove staples/clips, organize files, and tape small pieces of paper.
After we factor those variables into the project we determine how much each box will cost. Our per box prices are generally below per page quotes.
Please feel free to reach out to us if you need help determining how many boxes or pages you have. We can give you a general idea based on a page calculating model we use.