Document Scanning Service Guidelines
At PROSCAN®, our Service Guidelines are designed to provide clients with a clear understanding of our commitment to delivering high-quality document management solutions. These guidelines outline our comprehensive processes and standards, ensuring transparency and consistency in every project. By adhering to these detailed guidelines, we aim to build trust and foster strong relationships with our clients. This introduction highlights the importance of our guidelines, setting the stage for a detailed breakdown of each aspect of our services, from document pickup to digital file delivery.
Full-Service Scanning Solutions Include:
- Secure Document Pick-Up and Delivery, by PROSCAN Employee/s (for Off-Site Services)
- First Trip Included (up to 50 miles)
- Document Preparation
- Includes: Removing Binding Elements, Locating/Moving Sticky Notes, Etc.
- Document Scanning (Custom Scan Settings + OCR)
- Document Indexing (Indexing Fields TBD by Client)
- Quality Control
- Digital File Delivery
- Output Options: Via PROSCAN ECM Software, Integration with Client ECM Software, or External Media (CD, DVD, Flash Drive, External Hard Drive, Etc.)
- Document Destruction (If/When Desired, and Only Upon Written Permission)
Additional Service Details
PROSCAN® understands that client files are important to daily operations and will remain available to the client during the off-site scanning process in case a file is needed.
- Requested files will be pulled, scanned, and sent to client contact within 24 hours of the request being made.
- This service is provided at no additional charge to the client.
Additionally, securing your confidential information is PROSCAN top priority, which is why we maintain the highest level of security measures and protocols.
- After the scanning process is complete, and the electronic files have been received and reviewed by the client, PROSCAN can provide document destruction services through our partner, PROSHRED® Security.
- Document destruction is only performed after written consent is given.
- Clients will receive a certificate of destruction upon completion of the shred.
- This service is included in the overall project cost.
- ProScan can provide temporary storage of the originals until the destruction
- The timeframe for storage and destruction will be established with the client
File Size
- While PROSCAN® will not charge differently for color vs. black and white scanning, or for 200 vs. 300 DPI resolution, these settings will dramatically affect the size and quality of electronic files
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- We will evaluate client documents to provide the client with the highest quality image at the most reasonable file size.
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Indexing
- We will index the files for easy retrieval using name conventions, established with the client
- Indexing costs will depend on the number of manual indexing fields
- The price will vary with the addition of manual indexing fields
- There is no charge for automatic or DataXChange fields, or for file grouping.
- For all indexing fields, ProScan requests that they are readily apparent/available.
- Indexing costs will depend on the number of manual indexing fields
Text Searchable Documents
- PROSCAN can use OCR on images to create text-searchable PDF files. This will dramatically assist with document retrieval and locating pertinent information within files, and is provided at no additional charge.
One-Time Fee: Opt for a one-time payment for a more affordable and straightforward billing option, covering the entire project at once.
Monthly Payments: Benefit from financing by spreading the total cost over monthly payments, making budgeting easier while still receiving comprehensive services.
Split Work and Payments: Choose to split the project into phases, allowing work and payments to be distributed over a longer period, providing flexibility and easing financial planning.
PROSCAN® understands that some clients prefer to keep their documents onsite, and we can provide on-site scanning if requested by the customer.
Additional travel and setup fees will be associated with onsite scanning and can be quoted based on individual job requirements.
In order to accommodate on-site scanning, our customer service professionals will need an area where they can set up. This area must provide adequate workspace, lighting, electrical outlets, and often an internet connection. We ask that all the material already be staged in the space for our customer service professionals. If you require our help moving and/or staging the materials, we would be happy to help, but there will be separate labor charges associated.
Request a Free Quote
We customize our services to fit your needs. If you would like to receive a free quote for document management/, scanning, or shredding services, please contact us today.
What People Are Saying About PROSCAN®
Convenient location. $10 per banker's box full of paper. Price seems fair to me. However, the lady that helped me was rushed and unfriendly... read moreConvenient location. $10 per banker's box full of paper. Price seems fair to me. However, the lady that helped me was rushed and unfriendly and promised to send the destruction certificate once the printer was working again, but didn't. I don't like it when people don't follow through. Have used them twice in a year and I recommend them. read less
Sonia Perez10/28/2019Used ProShred for shredding piles of personal paper and made couple of trips to the location. On both occasions Marcus helped me. His professionalism... read moreUsed ProShred for shredding piles of personal paper and made couple of trips to the location. On both occasions Marcus helped me. His professionalism and pleasant attitude embodied Customer Service. He rolled out the bin, we emptied out the bags, boxes and he would take it in for shredding. Made it all simple and easy.Love the drop off service and would highly recommend them. read less
QC Rob6/29/2021Professional and all of the people that come are so nice
tammy adams10/28/2016Quick, the building is all the way to the back past the gate for RSM.
Profile1 Work7/28/2020Excellent service! Very professional and quick turn around.
Wayne Merrifield12/18/2021This place was great. The customer service was excellent and Roderick really helped me out! Thank you Proshred!
Keirsten Huth10/26/2022Proshred did a great job for me. I asked for service at my home and they sent a truck. Service was very quick. The filled... read moreProshred did a great job for me. I asked for service at my home and they sent a truck. Service was very quick. The filled up a container with my papers, rolled it to truck and I was able to watch a camera feed while the machine shred all my papers. Very cool. Darrien was the technician and he was very nice and knew what he was doing. It was nice to work with a Pro like Darrien. read less
Steve Sherron6/29/2021Professional and all of the people that come are so nice
tammy adams10/30/2016MY HEROES!!!! FAST, on-time, last minute service. Saved the DAY!
Tracey Hines10/28/2018I was looking for a quote on some scanning I needed done. I called a few companies and couldn't get an immediate quote on pricing.... read moreI was looking for a quote on some scanning I needed done. I called a few companies and couldn't get an immediate quote on pricing. I called ProScan and was given a quote, with the price structure and all the information I needed and even more was also included, answering questions without even having to ask. Will definitely recommend to others and keep in mind for future needs. read less
Melanie Bateman1/21/2022MY HEROES!!!! FAST, on-time, last minute service. Saved the DAY!
Tracey Hines10/30/2018Haney did everything he promised, both in emails and on phone. George showed up on time,( a rarity in Charlotte), with a smile, explained... read moreHaney did everything he promised, both in emails and on phone. George showed up on time,( a rarity in Charlotte), with a smile, explained everything he was going to do and allowed us to watch him do the job. Excellent service at a very fair price. read less
Jim Strickland10/28/2019Great service and they are always super nice!!!
Amanda Schuss10/30/2014Anthony was so nice and personable!
Miranda LaVergne10/28/2018I've used this Proshred once a year several years for my company to do our annual purge of old documents. They are great and easy... read moreI've used this Proshred once a year several years for my company to do our annual purge of old documents. They are great and easy to work with! They brought a truck to our office to shred about 2 dozen boxes of filing at once. At every stage it is quick and painless, and the price is reasonable. I do recommend having your documents in boxes. I plan to keep working with them! read less
Rachel Stepanek6/29/2021
