Document Scanning Policy & Procedures

Posted on: August 30, 2016

Here at Modern Image, we have a thorough process in place for scanning, digitizing and either shredding or returning the original documents. We have experience with all types of documents, including documents that contain sensitive information or that are of great value, such as medical documents, historic documents, financial documents, legal documents, educational documents and more.

The following is a more in-depth look at the process we go through in order to scan your documents in a secure, safe and efficient manner:

We will provide a free estimate

We will visit the space where you are storing your documents in order to determine what the project requirements are and to estimate how many documents will need to be scanned. We will provide a free estimate based on this information.

Packing your documents to take to our facility

If you haven’t packed up your documents, then we will perform this task for you. We will make sure that the documents are organized the way they are found by carefully boxing them up and labeling everything. We will then take the documents to our facility, which is HIPAA compliant so that we can scan medical documents as well. We will make sure that your documents are secure during their transportation as well as while they are at our facility.

Scanning your documents

We are capable of scanning documents in bulk in a very efficient manner. We can scan collections made up of millions of documents using our state-of-the-art scanners. We also ensure the quality of every single document we scan by making sure each scanned document is of comparable quality to the original.

Digitizing your documents

Once the document is scanned, it is provided with a relevant file name and digitized before being uploaded to whatever network you are using. We can upload your digitized documents to an external hard drive or to a network in the cloud depending on what your specifications are.

Shredding or returning your documents

If you want the original documents returned, we will make sure that they are returned in the same condition they were in before they were packed up. We will also make sure that they were organized the same way as well so that you’ll have no trouble finding original hard copies when needed.

In some cases, you may want to have your documents eliminated once they’ve been digitized. We provide shredding services for such documents. You can be safe in the knowledge that we will shred all of your original documents once we’ve received prior authorization and that we will perform the task in a secure manner.

Once we’ve shredded the original documents, we will provide you with a certificate of destruction so that you know that your documents have been completely destroyed.

We employ a very thorough process to ensure that your documents are scanned in the highest quality and that your original documents are either securely returned or destroyed. Contact us at Modern Image for more information about our scanning services.