Preserve & Digitize
Expertise handling and conversion of papers, files, and records for your company
Trained & Experienced
Our document scanning teams are trained to methodically handle collections from any industry, volume, and medium. All handling specifications are always followed with the highest standards of care.
Our Document Scanning Services
Dimensions & Conditions
We scan all size papers and files: letter, legal, manuscript, large-scale formats such as maps and architectural drawings, etc.
Documents can be delivered loose, stapled or clipped. We offer preparation services to safely remove all staples, clips, bands before scanning.
Shipping & Delivery
Our secure company-owned van is used for transporting with a strict chain of custody protocols through the entire process. For clients who wish to ship their own materials, we provide shipping labels at a cost.
Quality Control & Assurance
Quality is our highest priority. Our team of QC and QA professionals check each file for image quality & legibility, no obscured text or skipped/duplicated pages. The team ensures the documents are replaced in the box the same way they were removed.
Output File Types
We offer different file types based on your needs. Our most popular output is text-searchable PDF or OCR. We also covert to e-Reader EPUB and MOBI, web-accessible digital libraries, text-only versions for analysis or republishing, as well as print-ready files for print-on-demand.
Security Compliance
IDI holds the highest standards for security compliance. We are compliant in SAS-70, SSAE-16, SSAE-18, FDA 21 CFR Part 11, and HIPAA compliant record scanning.
We are also compliant with the standards set by the Federal Agencies Digital Guidelines Initiative (FADGI).
Converting Your Documents to Digital Format will Save You Time & Money
Streamline Workflows
Digital conversion helps businesses and individuals streamline workflows. No need to physical dig through papers and records. Text-readable files allow quick keyword searches. File formats provide easy to share attachments to emails and external drives.
Save Fragile Materials
Paper doesn’t last forever. Preserve high-detail documents like blueprints, maps, and artworks for the future.
Cost Effective
Reduces the need for physical storage space while saving money on printing and paper costs.
Improve Accessibility
Enable remote access to files from anywhere in the world. Increase the speed of document retrieval without having to wait for another to pull and mail the file.
Enhanced Security
Sleep soundly knowing there is another copy. Digital documents can also be encrypted and backed up to multiple locations to prevent loss.
Choosing the Right Document Scanning Options
Scanning Features, Advancing Projects
High-resolution scanning preserves deteriorating records.
Ideal For
Businesses and institutions who are required by law and regulation to preserve records, memos, proposals, etc.
Document Scanning for Businesses
Preserving Records, Enhancing Access
Transform your company’s papers and files into a dynamic digital archive that captures every vibrant detail while making decades of content instantly searchable.
Ideal For
Businesses with legal compliance requirements or copious amounts of corporate and finance records with stringent security, confidentiality, and accessibility needs.
FAQs
Process for Handling and Organizing Documents: Our process depends on the type and condition of the materials. When collections arrive, we review everything and select the appropriate equipment, whether that is an auto‑feed scanner, a robotic arm system, or overhead scanners for fragile or rare items. If you do not already have a manifest or inventory, we create one so every item is logged and accounted for. Our operators are trained in archival handling, so delicate materials are treated with care throughout the project.
Capacity for Large Volume Projects: Yes, we regularly complete large and complex projects. We have digitized full HR archives for major pharmaceutical companies and are a long‑standing vendor for Princeton University, where we have completed multiple collections including their endowment files. We also support publishers such as Cengage and Adam Matthews on projects for organizations like The National WWII Museum, and we have worked with the American Antiquarian Society for more than twenty years. High‑volume work is part of our everyday operations.
Document Scanning and Digitization Services: We work with almost every type of document. This includes books, correspondence, meeting minutes, newsletters, newspapers, magazines, and other common materials. We also handle more specialized items such as maps, architectural drawings, microfilm and microfiche, and a wide range of multimedia including photographs, slides, negatives, 8mm and 16mm film, VHS, Mini DV, audio cassettes, and reel‑to‑reel recordings. If it needs to be digitized, we can almost always accommodate it.
This is where AI-powered OCR (Optical Character Recognition) and Metadata Tagging come in. Every document is indexed with specific “tags”—such as date, client name, or invoice number. Because the AI “reads” the entire document, you can perform a full-text search. It’s the difference between looking for a needle in a haystack and having the needle tell you exactly where it is.
These items require specialized equipment. For rare or tightly bound books that cannot be opened 180 degrees, we use V-cradle scanners that capture high-resolution images while the book is only partially open.
For oversized items like blueprints or broadsheet journals found inside books, we use large-format overhead cameras to ensure every detail is captured without stress to the paper.
We provide files in whatever format best fits your workflow. The most common are searchable PDFs, TIFFs, and JPEGs. We can also provide data in XML or CSV formats for easy import into your existing Document Management System (DMS).
Yes. We offer “Scan-on-Demand” services. If you urgently need a file that is currently in our queue, our team will locate it, scan it immediately, and securely email or upload it to you within hours.
We offer three options: we can securely return your documents in their original order, provide long-term archival storage, or perform certified shredding with a Certificate of Destruction once you have verified your digital files.
Yes. We use specialized large-format overhead scanners for items like architectural blueprints, maps, and fragile historical newspapers. This non-destructive scanning method captures high-detail images without putting stress on the original material.
Absolutely. Security is our top priority. Our facilities follow strict Chain of Custody protocols, and our staff is background-checked. We maintain compliance with HIPAA and other data privacy regulations to ensure your sensitive information is protected from the moment it leaves your office.
