On-site Document Scanning Services

Document Scanning Services that Come to You

Digitize your business records without disruptions with our On-site Document Scanning Services. You’ll maximize productivity as we bring our expertise directly to your location. Seamlessly convert your physical documents into digital assets without pulling people away from critical internal tasks or disrupting your operations. We’ve learned how to work around just about any situation without disturbing workflows.

How it Works

Our team brings in the hardware and software to get the job done. We’ll prep your documents for scanning and then start the digitization process using our secure scanning portal and our high-speed document scanners. Documents are scanned to an encrypted file for maximum security. As batches are completed the documents are either uploaded to our server as encrypted files if connected to the internet onsite, or held on the secure Inception Tech PC until a network connection is established.

As batches of documents are uploaded to the Inception Tech servers those batches are processed in the same fashion as the jobs that we scan and process in our production facility. Batches proceed through the data extraction and OCR process.

Streamline Your Processes with On-site Document Scanning

Boost your business productivity with secure On-site Document Scanning Services that bring the power of our cutting-edge technology directly to your doorstep.
With our comprehensive on-site solutions, businesses throughout New England and beyond unlock the full potential of their paper documents while minimizing disruption.

The Efficiency of On-site Scanning Solutions

At Inception Technologies, we understand that your time is valuable, and transporting documents to an off-site scanning facility can be a logistical challenge. With our On-site Document Scanning Services, our team of experts will come to your location equipped with state-of-the-art scanning technology and software, enabling an efficient and secure document conversion without the need for transportation.


On-site Document Scanning Advantages:


Convenience and Minimal Disruption

  1. Skilled professionals will work at your location, minimizing disruption to your daily operations.
  2. No need to transport sensitive or confidential documents, ensuring maximum security and peace of mind.
  3. Experience a streamlined process that fits seamlessly into your existing workflows.

Real-time Access to Scanned Documents

  1. Gain immediate access to digitized documents.
  2. Enjoy the convenience of real-time availability, eliminating the need to wait for documents to be located.
  3. Enhance collaboration and decision-making through instant retrieval and sharing.

Enhanced Data Security and Privacy

  1. Maintain control over sensitive information by keeping it within your premises during the scanning process.
  2. Our team follows strict security protocols to ensure the privacy and integrity of your documents.
  3. Comprehensive access controls and encryption measures to protect your data from unauthorized access.

Customized Solutions for Your Requirements

  1. Each business has its own specific needs and challenges so we adapt to yours.
  2. Our on-site scanning services accommodate your unique document types, sizes, and formats.
  3. Whether for a small project or a large-scale digitization initiative, we have the expertise and resources to handle it.

Leadership in Quality Assurance

  1. You’ll appreciate the knowledge and experience of our career professionals who specialize in on-site document scanning.
  2. Our team will work expertly through the entire process, ensuring accurately and efficiently.
  3. Our quality assurance measures guarantee that the scanned documents meet the highest industry standards for retrieval, viewing and authorized sharing.

Partner with Inception Technologies

Experience the convenience, efficiency, and security of on-site document scanning with Inception Technologies’ On-site Document Scanning Services. We’ll bring cutting-edge technology directly to you, minimizing disruption to your operations while maximizing the benefits of digital transformation.

Contact us at the form below to schedule a consultation and take the first step towards streamlining your document management processes.


Why Outsource Document Scanning Services?

Becoming a highly efficient and accurate document experts like Inception Technologies takes time and can consume an organization’s resources.  Inception eliminates the need to hire temps, invest in technology, and no need to train your staff.

  • We are experts in document scanning and processing documents. Let us do the heavy lifting while you focus on your organization’s goal
  • Our staff is highly trained and can process your documents quickly and accurately
  • Our investment in technology means we can deliver your data and documents to your line of business application or cloud system
  • Our production control system provides you with the peace of mind that the job is being done as specified and give transparency into our process
  • We may not have seen your documents but chances are we have seen similar so you can be confident we can get the job done


What are the benefits of scanning your documents?

  • Put your documents at your fingertips easily searching and sharing files across the organization
  • Eliminate wasted office space
  • Protect your critical business documents while ensuring compliance with industry, government, or internal regulations

Why do organizations scan their documents?

AIIM.org is an industry leading research firm that provides education and resources to help organizations embark on a digital transformation.  In a survey of their members were asked what the main drivers for going digital were.  Below is a summary of their results showing the three main drivers to be improved process productivity, reducing physical storage space and improved search capabilities.



Our Document Scanning Process

Transportation DocumentsOur team will come in and pick up your records right from your location. If needed the team can also provide boxes and pack up your documents for you. Documents are secured throughout the pick up process and the team does not make any intermittent stops. Our team will count the containers and verify with you how many they are taking. Security is the utmost importance, and our team knows how to protect your documents as they transport your documents to our facility.
Inventory RecordsIndustry best practices recommend that you do your own inventory of what is in your containers prior to our team picking them up. Once the Inception team picks up your containers, they are immediately checked into our production control system. Each container is inventoried and where possible validated against your manifest. Any discrepancies are immediately communicated to you upon discovery. This step provides the first in a series of quality control checks to make sure all of your documents are captured.
Document PreparationDocument prep consists of removing all staples, paperclips or fasteners from each document. Because some pages will be of various sizes Inception Technologies staff will, where appropriate, tape smaller pages to an 8 ½” x 11” piece of paper to ensure uniformity at the scanner stations. All sticky notes and other non-standard pages will be prepared and scanned unless they are blank, in which case they will be removed and discarded. This step ultimately gets the documents “Scan Ready.”
Document ScanningDocuments will be batch scanned using the latest scanning technology. These procedures involve analyzing the documents to be scanned to determine the correct threshold to yield the best image, scanning the documents, creating a PDF image and utilizing Perfect Page processing software to enhance the scanned image to assure the highest possible quality for each image.
AI & Data ExtractionOur team uses some of the more advanced software on the market today. Our capture workflow will route the documents through the Artificial Intelligence engines and utilize advanced data extraction techniques to capture all the information relative to your documents and/or business process.
Quality ControlInception Technologies personnel will review each image captured to verify image quality and data integrity. Objectives for this review include Readability, Skew, Border removal, Multi-Page feeds, and Document Separation. If any errors are found, Inception Technologies will re-scan these documents, ensuring that all pages scanned are of consistently high quality.
Deliver DocumentsOnce your documents have been processed, Inception can deliver your documents electronically on media or upload your documents into the cloud. Physical documents can be transported back to your facility if needed.
Records Retention & DestructionBased on your needs and instructions, Inception has the capability to move documents into our long term secure facility if you do not feel comfortable with destruction. Ultimately, documents can be shred based on a defined retention schedule using our secure industrial shredders.

Frequently Asked Questions

  • What happens if I need a record while the documents are being scanned?

    We know how important it is to have your documents accessible to your staff.  Simply speak with the team leader and explain what you need.  Our team will find the document and either physically provide it to you or scan it and send it to you.  It’s that easy.

  • How long will it take to digitize my files?

    The honest answer is that there are many factors that determine how quickly we can digitize your records.  Some of those factors are the number of staples in the documents, the total number of pages, how many data elements need to be extracted and what type of records you have.  Ultimately, the best estimation can be given once we determine these factors.  Rest assured our team will do everything we can to process your records as quickly as possible.

  • How can I figure out how many pages I have?

    The majority of our customers store their document in a standard 15 inch bankers box (1.2 cubic foot).  These boxes generally hold approximately 2,500-3,000 pages per box.  Other customers are still storing them in filing cabinets.  As an industry average, we estimate about 130 pages per linear inch.  To really get a better sense of how many pages you have, please use our FREE quoting tool. (Link to Quoting tool)

  • What options do we have for they physical records once the files are digitized?

    Once your files are digitized, we have a few options that you can chose for the physical records.  These days most customers are opting to have Inception shred the physical files. Inception can also send the records to our secure warehouse for long term storage.  The other option is to have the physical records returned to your facility.

  • What does my company need to do when you are scanning onsite?

    The Inception Team will need a well-defined area with plenty of room to work on your project.  Our team needs space to get your documents scan ready and then a solid table for our equipment.  Ideally, providing an internet connection allows us to better trace our progress and get your project moving quickly.

  • How much will it cost to digitize my paper files?

    This question is usually where customers start. There are many factors that determine pricing. Some of those factors include the total number of pages, paper size, the quality of the documents and what data needs to be extracted. How the data is delivered can also impact the pricing. For onsite jobs, additional expenses will also be included such as travel and meals.

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