FAQ: Document Management Services

WHAT IS YOUR PRICING?

Due to the variations in document quality, location and condition, an on-site assessment is necessary before a rate can be quoted. One of our document management specialists will take a look at your situation and offer a price based on the assessment and your needs. In most cases, a sample run of your documents will be scanned for free and a proposal will be offered by our scanning company based on the results of that sample.

WHAT AREAS DO YOU SERVE?

We are one of the leading scanning services in Southern California, including the Greater Los Angeles Metro Area, the Inland Empire, Orange County, Ventura, San Bernardino and San Diego County.

DO YOU PICK UP THE DOCUMENTS?

Yes. Files that are within 50 miles from Newport Beach, California are picked up for free if the minimums are met. Outside of these boundaries, a mileage and labor fee could be applied. This fee is negotiable depending on volume of documents to be scanned.

CAN YOU SCAN IN OUR OFFICE?

Yes. If you are unable to release your documents from the office, Scandoc Imaging has field representatives (bonded and background checked) with portable high speed scanners that work right out of your location. The scanned digital files are then brought back to our facility for indexing and formatting to your specifications, and delivered back to your office.

HOW LONG WILL IT TAKE TO GET MY DIGITAL FILES PROCESSED?

Many factors can contribute to this, and Scandoc Imaging will create a custom plan and timetable that can be established based upon your needs.

WHAT FORMAT ARE FILES SAVED IN?

PDF, or PDF Searchable Text, JPEG, TIFF and many other formats are available. Depending on format, additional fees may apply if extra conversion time is needed to complete the project. These files are stored in the cloud for you, as well as on any internal systems you’d like them on. We can also provide external USB drive storage or hard drives.

DO YOU OFFER DIGITAL OR "CLOUD" STORAGE?

Yes, we can supply digital storage after the scanning is compete for clients who do not have the capability to store themselves, or for clients who wish to have a safe alternative to storing the documents in their own facility. This service may also apply to those who just wish to have a place to store their daily, weekly, or monthly backups. We'll find the right service and solution for you.

DO YOU DO DOCUMENT SHREDDING?

Yes, we can provide that as part of our document scanning service. In fact, we can have the shredding truck come to your location and shred safely and securely in the parking lot while you’re working. You will receive a certificate of destruction after the shredding is done for your records. If we are scanning and archiving your documents at our facility, we also can provide shredding as part of the total service package.

OUR SYSTEM CRASHED AND WE LOST OUR FILES - NOW WHAT?

Our standard policy is to keep the backup copy of your files for five years. Retention can be longer upon your request. Your information is kept in a secure environment for your protection.

ARE YOU ABLE TO PROCESS MY DOCUMENTS TO MS-WORD?

Yes, please give us this request before scanning, so we can adjust the scanning resolution accordingly to accommodate Optical Character Recognition (OCR) software. The quality of the resulting Microsoft Word document depends on the scanning resolution and the quality of the original paper document, and not all documents can be converted effectively. It is best to call for a consultation.