Increase Efficiency by Turning Paper Files into Digital Documents
Some physical documents need to be stored for several years in order to maintain compliance with state and federal regulations. However, the majority of active business documents and legacy records can be scanned or converted from paper to digital. With our enterprise scanning services and document management system you can instantly access the information you need.
We know how important it is to keep your documents and files safe. That’s why we offer the best in document imaging, digitization, and storage services. Our team of experts will scan all of your documents into a digital format so they are easily accessible when you need them most. You can even use our online portal to access any file from anywhere at any time!
Embracing this approach to turn paper files into electronic files can help your company remain competitive and better meet the needs of your customers in today’s increasingly “immediate” economy.
Enterprise Document Scanning and Imaging Services
Our secure document scanning services can handle digital conversion projects of every size. We can assist with scanning services for the following types of documents and jobs:
Accounts payable documents
Bills of lading
HR documents and employee records
Government ledgers, and birth, and death certificates
Blueprints and other large-format documents
Bulk scanning services
Photos, art, slides, film, and negative scanning
Access can help you to establish efficient processes for ongoing scanning and imaging needs. We assess your backlog of files and semi-active records to be converted to electronic file formats. These can then be stored offsite or shredded to free up valuable real estate and improve the office environment.
Backfile Imaging Services
Convert your inactive or archived paper documents, microfilm or microfiche records and media files into a uniform electronic format.
Day-Forward Document Scanning Services
Convert newly created documents to electronic form and integrate them with your existing digital records and workflows.
“Access has helped us inventory over 1.4 million records across 40 different locations.”
How Document Scanning and Imaging Services Can Help You
Get more value out of your enterprise documents with customized document imaging solutions.
• Consolidate information across geographic locations and departments
• Reduce redundancies and improve document search/retrieval processes
• Enable secure file sharing wherever and whenever necessary via an online account
• Meet complex regulatory obligations through classification, digital retrieval, and compliance monitoring
• Reduce risk through adherence to retention schedules
• Free up valuable real estate for more strategic use
• Preserve documents that may be deteriorating
Document Imaging Solutions that Fit Your Business Application Needs
At Access, we guide thousands of customers towards a more digital office through customized paper document scanning and digitization projects.
Do you have a large scale document scanning project as part of a broader digital transformation initiative? Or do you need recurring scanning services and digital retrieval as part of your business processes?
Easily Access Your Digital Images and Electronic Files Anytime.
We guarantee minimal disruption to your business, enabling your team to access documents throughout the digital transformation process.
Integrating day-forward scanning processes and document management software solutions can automate workflows and improve productivity. Enterprise Content Management (ECM) platforms or HR-specific document management platforms like CartaHR can optimize your digital transformation.
Secure File Sharing and Access
While documents can be retrieved in physical format, sharing them through copying, faxing, mailing or emailing can be inefficient and insecure. Retrieving and sharing scanned documents digitally can streamline processes, reducing your costs while improving the security of information.
Find a Document Scanning Center Near You
We have more than 130 conveniently located document scanning facilities across the United States, Canada, Latin America, and the Caribbean. If you don’t see a scanning center near you, please ask. In most cases, we have a location nearby that can service your area.
CartaHR: Employee Document Management Software Solution
Securely share scanned and digital HR documents while providing a complete and auditable chain of custody. Your employee documents are encrypted both at rest and in transit, and you can control whether the imaged documents can be edited, printed or downloaded. IP restrictions, robust password rules and two-factor authentication requirements also protect your business and sensitive employee information.
Document Indexing and Classification
Access’ document scanning and data capture services will ensure consistent classification and indexing, without sacrificing user retrievability or security. By integrating with our document management solutions, organizations create intuitive central repositories making it fast and easy to find information when it is needed.
Our software solutions can also classify and file your scanned and digital-born documents accurately, without human intervention. In addition, content uploaded to our platforms, Perceptive Content by Hyland, or your ECM is stored in secure, redundant data centers to ensure business continuity in the event of a disaster.
Document Scanning & Digitization Resources
Preserving Historical Records and Media Files
Historically significant records and media files are susceptible to deterioration from use and natural conditions, such as heat and humidity.
To preserve them for future generations we recommend custom scanning and imaging services, as well as, safely conserving the originals. Access offers storage media vaults for original records and files. Our secure, climate-controlled storage facilities surpass fire-rating standards and are equipped with dry fire suppression systems.
Through scanning and imaging, these older legacy records can be shared electronically, reducing the amount of physical handling required. Content may actually become more readable through scanning. In addition, the threat of natural disaster and record destruction can be reduced, as the scanned and imaged documents become a secure backup of the original.
Your Document Scanning and Imaging Questions, Answered
Why should my organization scan documents?
In most cases, documentation needs to be saved to stay compliant with state and federal regulations. Scanning improves accessibility, saves space, and protects your documents from accidental damage.
How much does document scanning cost?
There’s no set price – it depends on the size of the order. We’ll make sure that you get the services you need at the right price. Contact us for a quote.
What kind of documents do businesses scan and store?
Accounting documents, HR documents and employee records, bills of lading, blueprints, government ledgers, birth and death certificates … documents of all types and sizes can be scanned and stored while maintaining compliance with any necessary regulations.
Can you scan materials other than paper documents?
We strive to provide full-service scanning solutions. Our scanning service includes photos, art, slides, film, and negative scanning.
Does scanning help in the case of emergency?
It absolutely does. Fires, floods, and even simple spills can erase your work and make record-retrieval a nightmare. With scanning, you do more than save space. You gain peace of mind.
How much do I need to prepare my documents?
Not much! We’ll take care of staples, clips, extraneous notes, and more. We’ll also make sure torn or damaged documents get scanned with the same level of care.
Do you offer on-site or remote document scanning?
We can come to your office…even when your office is working remotely. See our on-demand scanning solutions to find out how scanning can come to you.
Can you integrate with my existing Document Management solutions?
We sure can. All documents are delivered through a secure protocol that integrates with your system.
How are files stored once they are scanned?
That depends on where you want them to be stored – we offer multiple document management solutions designed to fit different use cases.
How can I manage my scanned documents and records?
Our system allows for more than access: you can securely share documents around the globe, reducing costs and improving data privacy. With advanced search features, your life has suddenly become a lot easier.
Do I only scan to clear space? Can I get my documents back?
Of course. We can ship documents right back to you. In this case, you maintain your physical records, but are able to take advantage of the search-and-access services our systems allow. We can also securely store your documents, giving you access to the physical records but without the need for on-site storage space.
What is the quality of scanned images?
The quality of the scanned documents is as good as the document we scan—and in many cases, even better. High-tech scanning can improve legibility in many older documents.
What happens to the original documents after scanning?
These can be stored offsite in secure locations using our secure storage facilities or underground, protected vaults. Fire-safe, flood-proof, and secure from any crime, the documents exist as long as you need them.
See how Access’ document imaging services can optimize your business processes.
More than 30,000 businesses rely on Access for records management and document scanning services. Our project team can create a custom digital implementation plan that will help you reach your goals.