Document Imaging Process

Document Preparation

Documents must be prepared to go through the scanner. Staples and Clips are removed. Very small pages such as sticky notes are removed and taped down to a blank piece of paper. And folded edges are unfolded, etc.


Documents are then sent to a high speed scanning station where they are quickly scanned and processed for the Visual Quality stage.

Visual Quality Control

Each scanned image is compared to the corresponding paper page and checked for quality. Missed scans are inserted. Light or dark images are rescanned for clarity. And any other problems such as double feeds or documents that scanned with folded edges, etc. are corrected.


An index is then typed for each file. Important key information must be typed for each file as specified by the Customer, such as Social Security Number, Individual Name such as Patient Name or Student Name, ID Number or etc. This is necessary in order to search for a desired record.

In order to get a near perfect index, we utilize a process called double blind indexing where two operators type the same information about each file. This data is captured into two separate data tables. A third operator then, by viewing the same images and the records from each table is able to correct any discrepancies.


The files and data are then finalized and stored on the customer choice of media, such as DVD, flash drive or external hard drive. The files can also be delivered by secure ftp.

Document Shredding

The original paper records will be shredded six months after imaging for those who desire it. This gives the customer time to review their images and data for accuracy. At the end of the six month period we will send a letter to the customer requesting authorization to shred their records.

We also provide shredding services for records that customers only want to be destroyed.