1 Receive
MetaSource receives your physical documents and preps them for scanning.
How Document Scanning Services Work
Document digitization services convert your files, books, and large format documents to digital images that can be securely accessed and managed on your computer or mobile device.
2 Scan & Capture
Your files are scanned and data is captured using advanced capture technology.
3 Quality Control
The data undergoes a robust quality control process to ensure accuracy.
4 Access
We store your digital documents in your system of choice, such as a secure document management platform, making them easily accessible whenever you need them.
Key Benefits of Document Scanning
- Enhanced Accessibility: Instantly access your documents from anywhere, improving efficiency and collaboration.
- Space Optimization: Free up valuable physical storage space by digitizing your paper records.
- Improved Regulatory Compliance: Ensure adherence to industry regulations with accurate and organized digital records.
- Increased Cost Savings: Reduce labor and operational costs associated with physical storage, retrieval, and document handling.
Our Document Scanning Solutions
Explore our services designed to efficiently digitize various types of documents for organizations in various industries – from the public sector to the healthcare field and everything in between:
Digital Mailroom Services
Outsource your mailroom. MetaSource will receive and process your mail and emails for electronic distribution throughout your organization.
Human Resource File Scanning
Convert paper-based employee records into electronic files to find them instantly later and better meet document retention compliance guidelines.
Backfile Document Scanning
Convert your paper documents into digital images for secure and immediate access from your computer or mobile device.
Large Format Scanning
Digitally view and share your oversized drawings, blueprints and maps. Storing and handling large documents has never been easier.
Book Scanning
Protect and preserve your research, vital records and intellectual property by having us scan your lab notebooks, manuals and hardcover books.
Lab Notebook Scanning
Scan your laboratory notebooks to protect your data, intellectual property and research for instant, secure digital access to them.
Microfilm Scanning
Convert your 16mm and 35mm microfilm into PDFs or TIFFs for instant search and retrieval and to protect against film degradation over time.
Microfiche Scanning
Convert your computer output microfilm (COM), jacketed, and ultrafiche film into document images for much easier access and sharing as well as better protection against image fading.
Microfilming Service
Convert paper and digital files into microfilm for long-term archival. We also duplicate Diazo and Silver Film.
Aperture Card Scanning
Scan and digitize your aperture cards into PDF, TIFF or JPG format so they can be digitally archived and instantly searchable.
Why Choose MetaSource for Your Document Scanning Needs
MetaSource stands out through our ability to ensure document and data security, our wide variety of solutions that enable clients to continue optimizing processes after their files are digitized, our unmatched expertise and experience digitizing files, and our comprehensive support that ensures you get the most out of your digital transformation efforts.
- 30+ years of intelligent document processing experience
- 200 million documents digitized annually
- SOC 2 Type 2 certification
- HIPAA, PCI DSS, GDPR & CJIS compliant processes
- Proven line-of-business system integration capabilities
- Customized solutions that meet your unique needs
- Comprehensive technical support & highly engaged project teams
Frequently Asked Questions About Document Scanning Solutions
What types of documents can you scan for me?
We scan all types, sizes, and volumes of documents including business documents, medical records, bound books, lab books, oversized and long documents, microfilm, and microfiche.
How can I estimate how many documents I have?
On average, a vertical filing cabinet drawer holds 3,000 to 5,000 pages. A standard bankers box, 10” x 12” x 16”, holds up to 2,500 pages. Multiply the number of file drawers and boxes you have to get your estimated number of documents.
Will you scan one box or a single binder?
Our production facilities are designed for high volume and quick turnaround document conversion jobs for businesses, government agencies, and non-profit organizations. We cannot accommodate jobs less than 25,000 pages, which is 10 standard bankers boxes.
Where are my documents scanned?
Your documents are digitized at our SOC 2 Type 2 production facilities located across the United States.
For documents that absolutely cannot leave your premises, we sometimes scan at our clients’ facilities.
How long does it take to scan my documents?
Turnaround time is dependent upon the quantity of work, job specifications, and our facility production schedule. We work with you to ensure your turnaround needs are met.
What happens if all of my documents cannot leave my office at once?
We can create an ongoing pickup schedule with you for smaller shipments so scanning can be done on a rotating basis.
What happens if I need a document while it is at your facility?
Your requested document(s) will be scanned and securely transferred to you within a short period of time.
What do I have to do to get my documents to your facility?
Not much. We ask that you pack your documents in standard bankers boxes, 10” x 12” x 16”. If needed, we can ship the boxes to you. We provide a short guide with detailed packing instructions to ensure your documents are transported safely. We will arrange for the pickup of your boxes.
How do you transport my documents?
We provide secure dock-to-dock transportation with a bonded courier service that utilizes truck tracking devices or with our truck and driver for local pickups. For clients out of our local service areas, we partner with a national logistics transport company.
How do you determine pricing?
Our pricing is based on the quantity, size, and condition of your documents in addition to the quantity and types of index fields and output requirements.
What are your quality control procedures?
Quality control processes are built into our production process from the moment your documents arrive in our facilities to final delivery of your digitized documents and data.
We use proprietary tracking software to track the status and location of every job. Detailed job specifications are signed by our clients before we start any job. Best-in-class scanners deliver high quality images (many times better than the original) and prevent double feeds. Our skilled scanning technicians conduct visual quality control checks during the scanning process and quality control technicians check scanned images for completeness and accuracy. Double key indexing ensures accuracy. Our project managers run final data and images through steps to ensure accuracy, data integrity, and completeness.
Where will my documents be stored once they are scanned?
The best place to store and access your digitized documents is in document management software. The software can be cloud-based or installed on your internal servers. Our software integrates with most line-of-business systems including ERP, EMR, and HR software. Your documents can also be output to PDFs or other file formats for loading into other document management systems or software applications.
How will I be able to find my documents once they are scanned?
We use a variety of indexing methods so that you can access your documents in seconds, including barcode sheets, double keying, zonal optical character recognition (OCR), full-text OCR, and match and merge services. We are so highly regarded within the industry for providing the highest quality indexing and data entry services that service bureaus across the country, including competitors, outsource their indexing and data entry work to MetaSource.
How do you deliver the scanned documents to me?
We can output your images and data in a variety of formats for uploading into whatever document management software or line of business application you are working with. The files are uploaded to you via a secure FTP (SFTP) site. We can also output PDF files and deliver them to you on hard drives, CDs, or DVDs for archival purposes.
What do you do with the documents once they have been scanned?
We store your scanned boxes in our facility at no charge for 60 days after delivery of your data and images. After that, we can securely shred the documents and provide you with a certificate of destruction, return them, or ship them to a long-term records storage facility. Most of our clients have their documents shredded.
