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Document Scanning Services

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Transform your business with cutting-edge document scanning services,

where paper meets digital efficiency. As a cornerstone of digital

transformation, converting paper records into electronic formats isn’t

just convenient; it’s a smart way to save time, reduce storage needs,

and cut costs.

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For over 20 years, we’ve been leaders in high-speed, high-volume scanning, indexing, and secure electronic storage for business and medical records. While we proudly serve the Washington, DC metro area, our expertise has reached organizations across 48 states. (Hawaii and Alaska, we’re ready for you!)

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Let us help you turn your records into accessible, organized, and secure digital assets.

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Click the button below to request a quote, or if you're local, a free, on-site file assessment. Or you can give us a call at 202.289.8888.

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How A Digital Solutions' Document Scanning Process Works

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At A Digital Solutions, document conversion is more than just a process—it’s a secure, precision-driven service designed to deliver the highest-quality results. Our HIPAA-trained staff ensures your records are scanned accurately, clearly, and securely, producing premium digital images for your business needs.

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The A Digital Solutions Scanning Process:

  1. Boxing & Pickup:
    Our team arrives in a company vehicle to professionally box up your records and load them for transport. The entire process is designed to be efficient and low-contact.

  2. Receiving & Tracking:
    Every box is assigned a unique barcode to ensure seamless tracking throughout each stage of the scanning process.

  3. Document Preparation:
    We meticulously prepare your files for scanning—removing staples, mending tears, straightening pages, and addressing any other issues that might affect image quality.

  4. High-Quality Scanning:
    Your prepared documents are scanned using top-of-the-line Kodak production scanners, capturing each page with precision and clarity.

  5. Indexing for Easy Access:
    We use advanced software and skilled professionals to index your documents and apply Optical Character Recognition (OCR), making your files keyword-searchable and easy to locate.

  6. Quality Review:
    Our quality control team ensures every physical file has a flawless, readable digital counterpart, maintaining the integrity of your records.

  7. Output & Delivery:
    We deliver your scanned documents in the format of your choice, optimized for your Enterprise Content Management (ECM) system or archival needs.

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Why Choose A Digital Solutions?

With over 20 years of experience and hundreds of satisfied clients, we’re experts in helping organizations go paperless and improve efficiency. Our state-of-the-art tools include high-speed scanners, advanced image enhancement, OCR technology, and barcode recognition (1D and 2D).

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Our exclusive Match-n-Merge process integrates seamlessly with your existing Document Management System, reducing data entry costs while ensuring accuracy. Whether as a back-end or front-end function, our document scanning and data capture services are tailored to deliver measurable benefits for your business.

At A Digital Solutions, we’re passionate about turning your paper records into streamlined digital assets—because document imaging is what we do best!

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Benefits of Scanning Your Business Documents

Converting your paper documents into digital files offers numerous advantages that can transform your business operations. Here are some of the top reasons to go digital with A Digital Solutions:

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  • Reclaim Office Space
    Free up valuable real estate by eliminating bulky filing cabinets and paper storage.

  • Instant File Access
    Say goodbye to endless searching—access your documents anytime, anywhere with just a few clicks.

  • Enhanced Security
    Protect sensitive information with encrypted digital files, secure backups, and controlled access.

  • Simplified Audits & Compliance
    Streamline audits and ensure compliance with easily searchable, well-organized digital records.

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Document scanning isn’t just a convenience—it’s an investment in your business’s efficiency, security, and growth. Let us help you unlock the potential of a paperless future!

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

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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.

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

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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

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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

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How much does document scanning cost?

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.

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

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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?

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

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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.

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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)

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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

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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.​

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