Our Scanning Process

1. Document Pickup

We come pick up your files and transport them to our secure facility, allowing you to reclaim your office space!

2. Document Sorting

When your boxes arrive at our secure scanning facility, they are sorted, logged, and barcoded so we are able to track the progress of the project every step of the way. If you need any document while it is in our possession, we can quickly deliver it to you electronically, giving you continuous access to your files.

3. Document Preparation

The first step of the process is preparing the documents for scanning. We go through every document in every box to ensure that staples and paper clips are removed as well as fix any dog ears. Barcodes are inserted to automatically create document breaks during scanning.

4. Document Scanning

We use high quality, high volume scanners with the latest image enhancement technology. Our scanning technicians are trained to look for flaws such as lines, corners, and double feeds to ensure top quality.

5. Document Indexing

Each document is then named as per your requirements, we call this indexing. We can index each document in anyway you wish to retrieve it, whether it be patient name, work order number, file name – anything.

6. Quality Control

Each scanned image is viewed by a quality control technician to ensure proper image quality. If image quality is in question, the image is flagged for review/rescan. This ensures we have captured the best image possible without any flaws.

7. Secure Transfer

We export the documents in any format you’d like. Image files such as PDFs or TIFFs are common but if you require the information in a specific format, no problem. We can provide the format you need to integrate with your system.

8. Document Destruction

At the end of the whole process, with your signed off approval, we purge all the paper documents. If for any reason you want to keep the original files, we can accommodate that and get them all back to you!

Whether you need scanning services for one project or ongoing scanning services to make sure you never fall behind on digitization, we’ve got you covered. We handle back-file conversions, as well as day-forward scanning.

Watch the video to learn more about our scanning services or read this case study to learn how document scanning helped a local hospital gain efficiency and save on resources.

Additional Services


Make your scanning project more affordable!

We offer options for clients to help them reach their document digitization needs without breaking the bank! You set a monthly budget you’re comfortable with, and we scan your documents each month, keeping within your specified monthly budget. We can also store your documents in our secure facility, so you don’t have to deliver your documents each month. Before you know it, your documents will be fully digitized and easy to access, without the large, up-front costs!

Data Analysis

Don’t have time or resources to comb through your documents in order to decide what to retain?

Our team of document analysis experts will go through your documents to determine what needs to be kept and what can be destroyed based on your required retention schedules. We’ll create a customized data analysis of what data needs to be addressed first, down to what can be stored for short retention schedules. We’ll make sense of it for you!

Why choose Polar Imaging?


Polar Imaging has been scanning and indexing business documents since 2001. We’ve successfully scanned millions of documents and have maintained a spotless track record. We’ve worked with small organizations and multi-million dollar enterprises. When you care about client satisfaction as much as we do there’s no such thing as a small job.

We’ve scanned it all

From hospital records to manufacturing account payable documents Polar Imaging has scanned every type of document imaginable.

  • Employee records
  • Applications, resumes and recruitment forms
  • Blueprints and drafting documents
  • Wide-format/oversized documents
  • Medical charts/patient files
  • Doctors handwritten notes
  • And more!

We’re experts

Document scanning requires trained personnel, specialized document imaging equipment, and company resources. By the time your organization has the infrastructure in place to begin scanning Polar Imaging can already be hard at work on your project. Outsourcing to scanning experts will save you stress, time and money.


Give us a try with a Proof of Concept


Transitioning to digital documents can be intimidating. You probably have a lot of questions about the process. The best way for you to understand our scanning service is to experience it first hand. That’s why Polar Imaging offers a no-obligation trial.

Send us one box of your documents and we’ll walk you through our entire process from start to finish answering questions you might have along the way. You’ll be one box closer to digitizing your documents and have a clear understanding of how easy Polar Imaging can make the process.

Software/Formats supported includes, but not limited to the following:

    Ready for the next step?