Security and guarantees
Your records never leave careful hands.
Every project runs under six levels of security and a written performance guarantee: 100% of your pages scanned and indexed, and not one missed.
Six levels of security
In place every day, on every project.
The same controls apply whether you send us one box or several hundred. They are written into our daily operating procedures and into every service agreement we sign.
- 01
Protected B personnel
Highly experienced personnel with established security credentials (Protected B) prepare, scan, index and name all digitized files.
- 02
Monitored 24/7
24-hour electronic monitoring of physical premises, with security response as needed.
- 03
Restricted access
Production sites and document storage areas are closed to unauthorized persons, visitors and the public.
- 04
Project-bound NDAs
Each project is assigned to one or two designated employees, who sign a non-disclosure agreement specific to that project.
- 05
No street-level access
None of our scanning, indexing, administrative or storage areas can be reached from the street.
- 06
Senior oversight
Senior personnel visually monitor the production facility every day.
Chain of custody
You always know where your files are.
- PickupBox count signed for at your office
- PreparationBy your project’s designated staff
- ScanningIn a facility with no street access
- Three-level QCClean-up, page count, indexing
- DeliveryUSB or your secure portal
- OriginalsReturned, stored or destroyed on your signed word
“We received all the hardcopies of the documents back in the same condition they were sent with nothing being lost or damaged.”
Every box has a log
Counted in. Counted out. Signed for.
Each box we pick up gets its own log sheet. It stays with the box from your office to our scanner and back, so nothing goes missing and nothing is guessed.
- 1Every file counted inWe record how many files arrived in each box.
- 2Every page countedPages are counted for every file, so your total is exact.
- 3Who handled it, and whenPreparation and scanning are each signed with initials and times.
- 4Hours you can seeThe totals go into your final project summary, so you see how the price was built.
| File number | File name | Pages |
|---|---|---|
| 3456789 | Example LLP | 440 |
| 1234567 | R.T. Jones & Sons | 365 |
| 4404258 | Jones, R. | 573 |
| 4404259 | Jones, R. & M. | 688 |
| 1234560 | 1234560 Canada Inc. | 651 |
| Total pages | 2,717 | |
| Document prep | Initials | Scan and index | Initials | |
|---|---|---|---|---|
| Start | Nov 21 · 10:00 | J. | Nov 22 · 9:00 | R. |
| Stop | Nov 21 · 1:00 | J. | Nov 22 · 12:00 | R. |
| Restart | Nov 21 · 2:30 | J. | Nov 22 · 1:00 | R. |
| Stop | Nov 21 · 4:00 | J. | Nov 22 · 2:00 | R. |
| Hours | 4.5 | 4.0 | 8.5 |
Performance guarantee
Guaranteed in writing, not in fine print.
Our hands-on system was designed, tested and proven to make sure every page is seen and verified twice: once in preparation, once in scanning.
Of source documents scanned and indexed
Every page is observed and verified during preparation and scanning, the system we have run since 2008.
Of pages missed
Anything under 100% is unacceptable when records are kept for future reference.
You pay, you check
Invoices arrive with the deliverable. Pick any boxes to review, then pay.
“The first two projects were audited and I am happy to report that they have passed our stringent quality control.”
December 2008
The free trial box
Try us, at no charge.
Give us a bankers box of typical records. We will scan and OCR them into searchable PDFs, named to your specifications, and return them within two business days.
Or call Robert: 613-223-7359
For organizations with a real project. Free Trial Terms apply.