Document Scanning

Do you feel overwhelmed by your paper files?

Then it’s time to get your records to work for you rather than against you.

By scanning your business documents you’re taking valuable information out of the file cabinet and making it accessible with a simple search.

And Datamation is here to help you reclaim more space, time, and money by scanning your documents.

Document Scanning Services

For more than 17 years, we’ve specialized in high-speed document scanning services and conversion of paper business records.

Our passion has always been with helping companies go paperless and making their businesses more efficient by scanning their paper files. Document imaging is what we do!

Our advantage stems from working with hundreds of clients like you and using the latest Kodak scanning technology to maximize scanning throughput, ensuring the highest quality. We serve clients in Chicago and its suburbs, Northern and Central Illinois, Milwaukee and Southern Wisconsin, and Northwestern Indiana.

Datamation uses state-of-the-art high-speed scanners with image enhancement, optical character recognition (OCR) and barcode recognition (1D and 2D barcodes) systems to process documents accurately and efficiently. Our Match-n-Merge processes with ERP or other system data is utilized to reduce data entry costs and ensure accuracy. Document scanning and data capture can be performed as a back-end or front-end function, each with their own set of client benefits. We know this stuff so you don’t have to!

Just check out the video below to see our scanning process!

Benefits of Scanning Your Business Documents

The benefits of document scanning are widespread, but here are some of the best reasons you should convert your paper to digital files.

  • More space in your office
  • Easier access to your files
  • Increased security
  • Easier audits and compliance
  • Better data preservation
  • Backup and disaster recovery
  • Increased productivity and efficiency
  • Save money

Check out this blog post to go more in-depth about the benefits of document scanning.

Take a Test Drive of Our Document Scanning Services

If you’ve got at least 10 boxes of paper documents, we’ll scan a sample at no charge. Just click or call (630) 321-0601 and we’ll arrange for pick-up anywhere in the Chicago area, Southeast Wisconsin, or Northwest Indiana. We’ll scan your documents, burn the images to DVD, FTP to your system, or upload them to the ImageSilo Cloud and give you a month of complimentary access to this document management system. There are no obligations or long-term commitments.

Let’s Get Scanning!

If you’re ready to scan your business documents, you can request a quote or try out our document scanning quote calculator below!

Wondering how much it will cost to scan your documents? Find out in 30 seconds!

Frequently Asked Questions

  • When do I need document scanning?

    For documents already processed and physically stored (referred to as backfiles), scanning or document conversion can be beneficial if:

    • The documents are accessed frequently
    • You require distributed and/or simultaneous access to the documents:
      • By employees in different departments
      • By employees in different locations
      • Need to allow online access to customers, clients, partners, etc.
    • The documents need to be retained for a long period of time
    • The documents are vital and you need backup copies to prepare for disaster recovery
    • The cost of storage exceeds the cost of a document management system
  • What is the difference between scanning internally vs. outsourcing?

    When you scan internally, that means you’re committing to investing in resources and personnel to scan and manage documents at your school or business location.

    When you outsource your scanning, that means you send your boxes of paper files to a document imaging company (like Datamation!) for them to scan your documents.

    Here’s when internal scanning might be better for you:

    • Low volume of documents
    • Minor indexing needed
    • No quick turnaround time needed
    • Only scanning regular-sized paper or smaller

    Here’s when outsourcing your scanning could be a better option:

    • Large volume of documents
    • Lots of indexing needed
    • Large format documents (like blueprints or architectural drawings)
    • Don’t have the staff to dedicate to scanning
  • What are the costs of document scanning and conversion?

    Document scanning and conversion costs depend on how much paper needs to be scanned. In general, a standard document archival box will cost just under $200 to have it professionally scanned, indexed, and readied for use.

    This, however, can change based on your volume and condition of your documents.

  • What is the best way to select a document scanning provider?

    The best way to select a document scanning provider, with most things, is to do your research.

    Does the provider:

    • Have experience and expertise in your industry or field?
    • Offer a wide variety of products and services so you can get exactly what you need?
    • Propose a solution to help you manage your documents?
    • Have a secure scanning facility?

    Searching on the provider website and/or giving the business a call is the best way to get these questions answered.

  • How do I choose a file format?

    The two standard file formats for scanned documents are PDF and TIFF. These formats are best for searching, manipulating, and storing in a content management system.

    When to use the PDF file format:

    • If the documents are for legal requirements
    • If viewing multi-page documents
    • If you want to easily search documents with optical character recognition (OCR)

    When to use the TIFF file format:

    • If you frequently work with 200+ page documents
    • If you need to edit documents after they are scanned
    • If you need to export your files – they can easily be converted to PDFs

    Both PDF and TIFF file formats are good choices for your documents. GIF and JPEG, while available, are usually not recommended as they are better for photos.

  • Should I destroy or retain my documents?

    Ideally you’re getting your documents scanned not only so you can find information easier, but also so you can eliminate your paper files.

    So while getting rid of paper is the goal, if you feel you need to keep the paper documents for any reason, you can also have your files returned.