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DataBank
Document digitization services

Document digitization services

Our document digitizing services convert paper files into searchable, secure digital records, then deliver them into the systems your team already uses.

  • Pickup, scanning, and secure return or destruction of your files
  • Indexed so you can search by name, date, or account number
  • ISO 27001, SOC 2 Type II, and HIPAA certified
  • Bulk document digitization for one-time backfiles or ongoing daily volume

More than 1 billion pages digitized for 1,200+ organizations over 30+ years of document and data operations.

Get a digitization quote

Tell us what you have. A digitization specialist will reply with next steps and a written quote.

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Not sure how much paper you have?

The Paper Estimator turns how your files are stored into a working page count in about two minutes. Send the result to a specialist when you're ready.

Open the Paper Estimator
1,200
Organizations served, and counting
50
Of the Fortune 1,000 are clients
99.5%
Image accuracy on mixed and fragile media
What we digitize

Paper to digital conversion, at any volume

Our digitization services cover the paper you have today and the paper still arriving.

Digitizing files services

We digitize paper documents and files of every kind: personnel files, patient charts, case files, invoices, and contracts. Each one is prepped, scanned, and indexed so it can be found in seconds.

Bulk and large-volume document digitization

Digitize large volumes of documents from storage rooms and offsite boxes, from ten boxes to ten thousand. Every box moves through the same workflow at the same standard.

Day-forward digital document conversion

New paper and incoming mail are converted to digital as they arrive, so the backlog doesn't build again after the backfile is done.

Indexing and data capture

AI-driven classification and field extraction, with trained reviewers validating the fields you can't afford to get wrong.

How it works

How we convert paper files to digital

  1. STEP 01

    Scope and quote in writing

    We count the boxes, agree a timeline, and quote the whole project up front rather than by the hour.

  2. STEP 02

    Pickup with every box logged

    Pickup at your site or drop-off at ours. Each box is tracked from your door through scanning.

  3. STEP 03

    Scan, index, and check

    Every image is checked for readability and indexed to the fields you search by.

  4. STEP 04

    Secure delivery

    Files land in SharePoint, Hyland OnBase, OpenText, Box, or any ECM via API. Originals are returned, stored, or destroyed with documentation.

Results

What clients got from digitizing

12
Million+ images digitized

Massachusetts Registry of Vital Records and Statistics.

70%
Less time to retrieve a record

Same registry. Retrieval went from ten minutes to three.

180,000
Reports cleared from backlog

State services agency, at peak efficiency in 90 days.

"I've dealt with many vendors in my career. This project has been the most successful project by far. They've dealt with unforeseen anomalies more than once and delivered without asking for a change order."
Robert Lebel · Project manager · Massachusetts Registry of Vital Records and Statistics
Security and compliance

Built for regulated records

Controls are part of the workflow, not added for the audit. Service levels for turnaround and accuracy are agreed in writing before the first box moves.

  • ISO 27001
  • SOC 2 Type II
  • HIPAA
  • FERPA
  • CJIS
  • PCI-DSS
Chain of custody. Every box logged at pickup and tracked until records reach your system.
Secured facilities. 24/7 monitored facilities and encrypted file transfer.
Local team. Your pickup, point of contact, and account support are local, backed by national production capacity.
U.S.-based support. A dedicated project manager from scope to delivery.
FAQ

Document digitization questions

What's included in your document digitizing services?

Document prep, scanning, indexing, an image quality check, and secure delivery into your system. Afterward, your paper originals are returned, stored, or destroyed with documentation.

Can you convert paper files to digital in bulk?

Yes. Ten boxes or ten thousand move through the same workflow at the same standard, as a one-time backfile project or ongoing day-forward volume.

How much do document digitization services cost?

It depends on volume, document condition, and indexing needs. We count the boxes, agree a timeline, and quote the whole project up front rather than by the hour. The Paper Estimator gives you a page count to start from.

How fast can you pick up our files?

For most organizations we schedule secure, tracked pickup within days. Tell us your volume and location and we'll confirm a window.

How will we find documents after they're digitized?

Each document is indexed to the fields you search by, such as name, date, or account number, and delivered into your existing system: SharePoint, Hyland OnBase, OpenText, Box, or any ECM via API.

What happens to our paper originals?

Your choice: certified destruction with documentation, return to you, or secure storage. Full chain of custody either way.

Can you digitize fragile, oversized, or mixed-size documents?

Yes. We hold 99.5%+ image accuracy on mixed-size, fragile, and legacy media.

Can you work around our business hours?

Yes. Phased pickups, priority retrieval if you need a file that's still in process, and scheduling around your operations.

Ready to digitize your paper files?

Get a written quote from a digitization specialist, or call 1-800-873-9426.

Get a digitization quote