Frequently Asked Document Management Questions

There are many use cases for our medical scanning service, including the following:

• Patient Records
• Medical Billing
• Pharmacy Routing
• Electronic fax archiving and processing for inbound and outbound documents
• Medical Claims Processing

There are a few important considerations to make before converting your medical records.

• Which historical patient information should be available during and after the transition?
• What are the best methods of converting this information for use with your current EHR system? (if applicable)
• What is the best way to ensure that the converted documents are of sufficient quality?
• How long should the paper record be available after the scanning process is complete?

Law firms and attorney’s offices often lag behind many other industries when it comes to technology. With the increase in digital legal service providers and the average client’s expectation for online accessibility, digitizing your legal processes can be one of the most cost-effective ways to add value to your services. A few examples of core processes that can benefit from a document scanning pipeline:

• Contracts
• Legal Billing
• Expense and Time Tracking
• Client Accounting
• Compliance

The process of digitizing and indexing legal documents can be tedious and time-consuming. It requires a substantial investment in scanning equipment and software, as well as ongoing costs for employee time and training. Not to mention, properly categorizing and organizing large volumes of documents in a way that improves efficiency and productivity is not as straightforward as it may seem.

A professional document scanning service takes the guesswork and effort out of converting your files. Plus, it’s cost-effective, far less stressful, and helps you get the most out of your documents.

Converting your legal documents to digital formats offers many immediate benefits to your firm.

• Retrieve and view documents from any location instantly
• Share securely with internal team members
• Improve security with password protection and encryption
• Improve organization and reduce clutter
• Reclaim valuable office space by reducing the need for physical documents storage
• Simple integration with any current case management system

Our scanning service was designed to help accountants convert a wide variety of important business documents into digital formats with ease. Centralize your data by converting and uploading the following document types:

• Tax Documents
• Invoices
• Payroll Documents
• Business Filings
• Accounts Payable
• Audit Worksheets
• Proxy Statements
• Evidential Documents
• Loan Documents
• Advisory Letters
• Personnel Files
• Purchase Orders

Any document larger than the two standard paper sizes (8.5″ x 11 legal size,  8.5″ x 11  letter size) is considered to be a large format document.

A few typical examples of large format documents includes:

• Architectural blueprints
• Engineering diagrams/drawings
• Large non-standard book pages
• Newspaper sheets
• Maps
• Schematics

The main reason for the “large format document” distinction is the need for special scanning and printing equipment when working with oversized documents.

It is important to remember though that large-format documents typically need to be removed from tubes or racks and loaded into the scanner one at a time, so the  process of scanning large format documents can take a bit longer.  These large sheets also need special care and proper handling to avoid rips and tears in your documents.

When you’re ready to start your document scanning project, it can be difficult to visualize the number of documents that need to be converted, especially when stored in various containers and filing cabinets around your office.

In order to simplify this estimation, we created this tool to help you determine how many documents you need to scan based on your current storage method.

Each available container type is mapped to an estimated document count ( as you will see when you add a single item in the calculator ) which is multiplied by the industry-standard rate of $.09 per sheet scanned. This makes it easy to take inventory of each storage container you have to get an estimated total cost for your scanning project.

For example, assume you have a 18″ W4 Drawer File Cabinet. Simply input 4 into the matching filing cabinet ( 4 drawers at 18″ each ) to get a rough estimate of (12,800 documents * $.09) = $1,152.00 cost.

Depending on how full your filing cabinets are, you may find that the estimate in our calculator is higher than what you’ll actually pay, assuming that some boxes or drawers are naturally only partially full. You may also receive discounts for bulk scanning which are not accounted for in this tool.

The national average cost to scan a paper document ranges from $0.07 to $.0.12 per page.  There are a number of other factors that can affect the price, including the condition of the documents and discounted rates applied for bulk scanning (large volumes = reduced price per page).

The chart below shows the average document scanning prices per page based on the type of material scanned.