Running a business means generating a steady stream of paperwork that needs to be managed. Documents like employee files, invoices, and contracts build up gradually, becoming more difficult and expensive to manage as the volume grows.
High volume scanning services are designed to help businesses address this common pain point, making it easy and affordable to convert large quantities of paper records into digital files quickly and securely, without getting in the way of your daily work.
In this article, we’ll explain what high volume scanning services are, who they’re best suited for, and how to prepare for the transition to digital records. We’ll also cover what to do after your project is complete so your new system supports your business for years to come.
What is a High Volume Scanning Service?
High volume scanning is a specialized process used to digitize large collections of paper records quickly, securely, and in an organized way. It is used to convert large backlogs of physical records into structured, searchable digital files that can be accessed and managed more efficiently.
Rather than relying on existing equipment and staff, the work is outsourced to a professional document scanning company with the staff and equipment needed to process thousands of pages per hour. These services are designed to handle the full scope of a scanning project, including document preparation, scanning, image quality review, OCR text recognition, and indexing.
Security is built into every stage of the process. Trained staff handle documents within secure facilities with badge-restricted access, limiting exposure to authorized personnel only. A well-documented chain of custody is maintained from intake through final delivery, ensuring that records are tracked and accounted for at every step. Standardized procedures define how documents are received, prepared, scanned, and returned or stored, creating a controlled process that keeps everything organized and accounted for throughout the project.
How High Volume Scanning Services Work
High volume scanning follows a structured process designed to handle large volumes of records efficiently while maintaining accuracy and security. Each stage is defined in advance to ensure documents are prepared, captured, and organized in a consistent way, with controls in place to protect sensitive information throughout the process.
Document Preparation
The first step is preparing your documents for scanning. Technicians handle each page individually, removing staples, paperclips, and taping down sticky notes that could interfere with sensors or cause misfeeds. Torn edges are repaired and creases are flattened so every sheet moves through the scanners properly. This ensures that every image is captured clearly and that the original records aren’t damaged during the process.
High Speed Digital Imaging
Once the documents are prepared, they are processed using production-grade scanners built to handle thousands of images per hour. These systems use specialized sensors to detect double feeds, skewed pages, or image issues in real time. This allows for a level of speed and consistency that is difficult to achieve otherwise.
Manual Quality Control and Review
Manual review plays an important role in maintaining accuracy throughout the project. Each scanned image is checked by a trained technician to confirm clarity, alignment, and completeness. For indexed data, double-blind entry is used to verify accuracy and reduce the chance of errors. This step helps ensure that every digital file reflects the original document as intended.
Searchability and Indexing
After scanning and review, files are processed with Optical Character Recognition (OCR) to make the text searchable. Key data points such as names, dates, or record numbers can also be indexed, making it much easier to locate specific information. The result is a structured digital archive that is easy to navigate and use.
The Benefits of High Volume Scanning Services
When it comes to high volume scanning, partnering with a professional service like SecureScan offers a ton of benefits for your business, making the process of going paperless faster, easier, and more cost-effective. Here are just a few reasons why high volume scanning services are the best choice for scanning large volumes of records.
Expertise and Experience
With over 23 years of experience in high volume scanning, we’ve seen it all. We know how to handle projects of any size and complexity, and we’ve encountered every imaginable challenge along the way. This experience allows us to anticipate issues before they arise, helping you avoid costly mistakes and ensuring a smooth, successful project from start to finish.
Highly Trained Staff
Our team processes over 4 million documents every day. Each member of our staff is highly trained and equipped with the skills and knowledge needed to succeed in handling your documents, including HIPAA compliance certification. We provide ongoing training to ensure our team stays up to date on the latest regulations and best practices for handling sensitive documents, so you can rest easy knowing your records are in safe hands.
Speed and Efficiency
There’s no faster way to digitize your paper records than through our high volume scanning service. Our specialized equipment and experienced staff allow us to complete projects quickly without sacrificing accuracy. This means you can start taking advantage of your new digital system sooner, with minimal downtime.
Minimal Business Interruption
Our scanning services are designed to work around your needs, not the other way around. We handle the entire scanning process off-premises, minimizing disruptions to your daily operations. And we make sure you still have access to any critical documents you need during the scanning process, so your business doesn’t miss a beat.
Convenience
Taking on a scanning project yourself is a huge commitment. It requires time, effort, and focus—things that are better spent on running your business. With our high volume scanning service, we take care of everything for you. From planning and logistics to scanning and indexing, we handle every detail, leaving you free to focus on what you do best.
Cost-Effectiveness
While scanning in-house may seem cheaper at first glance, there are often hidden costs that businesses don’t anticipate. The time spent by employees, the cost of equipment, and the inevitable mistakes that come from inexperience all add up quickly. With SecureScan, everything is included in one affordable price, our expertise, tools, and the manpower to get the job done right the first time.
Compliance and Security
Compliance is essential when handling sensitive documents, and we make it effortless for our customers. Our processes, equipment, and employee training programs are all designed to meet strict security and data privacy compliance standards, ensuring your records are protected every step of the way. You can rest assured knowing that SecureScan has your compliance needs covered.
How to Prepare for a High Volume Scanning Project
Getting started with a high volume scanning project requires some initial planning to make sure everything goes smoothly. Here are a few things to consider before you dive into the process:
Assess Your Needs
The first step is understanding what you need from your scanning project. How many documents do you have? Are there security concerns or regulatory requirements that need to be addressed? Having a clear idea of the volume and any specific requirements will help guide the project timeline and ensure your unique needs are met.
Plan Your Approach
It’s also important to think about how you want to approach the scanning process. Some businesses prefer to start with their most recent documents so they can immediately benefit from a more efficient system. Others like to begin with older, archived records to get a feel for the process before tackling the active files. There’s no right or wrong approach—it’s about what works best for your business.
Organize Your Files
Before scanning begins, take some time to think about how you want your digital files to be organized. This might include indexing specific fields to make the documents easier to search and access later. If you already have a document management system in place, we can help ensure the files are scanned and indexed in a way that integrates smoothly. If you don’t have a system yet, we can provide advice on how to get started.
Choose the Right Service Provider
Choosing the right partner for your scanning project is one of the most important decisions you’ll make. High volume scanning requires expertise and the right tools to be done efficiently and accurately. Partnering with a professional service like SecureScan ensures the project is handled by experienced professionals, saving you time, reducing risk, and delivering better results.
Post-Scanning Considerations
Once your scanning project is complete, there are a few important things to keep in mind to ensure a smooth transition to digital file management. Here’s what to think about as you move forward:
Train Your Employees
Switching from paper to digital records may require some adjustment for your team. Even with the most user-friendly digital system, employees will need training to ensure they can access, manage, and utilize the digital files efficiently. Providing training early in the process helps avoid disruptions and ensures everyone is on the same page, making the transition smoother and more productive.
Create a Disaster Recovery Plan
Digital files are far more secure than paper, but it’s still important to have a disaster recovery plan in place. This plan should outline how your business will back up and restore digital files in case of unexpected events like system failures, cyberattacks, or other data loss scenarios. A strong backup and recovery strategy ensures your business can continue operating without significant downtime or lost information.
Why Choose SecureScan for Your High Volume Scanning Needs?
Managing large archives of paper documents is challenging, but digitizing them doesn’t have to be. With our bulk scanning services, you can quickly transition to a more efficient, secure, and organized digital system. Our experience, speed, and attention to detail ensure your scanning project is completed accurately and quickly, so you can start reaping the benefits of going digital right away.
From minimizing business interruptions to ensuring compliance with security standards, our team takes care of everything, giving you peace of mind throughout the entire process. Don’t let paper records hold your business back, leave it to the experts and focus on what matters most.
For more information about how our high volume scanning services can help your business, contact us today or get a free quote to get started on your project!