Turn Documents Into Secure, Searchable Information
Polar Imaging provides secure document scanning services, document management and workflow automation for Canadian organizations. From filing rooms and historical records to incoming documents and everyday workflows, we help you find information faster and reduce manual work.
The way you need it.
Trusted by organizations across Canada
Capture. Manage. Automate.
We provide the services and technology needed to transform documents throughout their lifecycle, from the moment information enters your organization to the processes and decisions that depend on it.
Capture
Convert paper and digital documents into searchable, structured information using professional scanning, OCR and AI-assisted document processing.
Explore capture services →Manage
Securely organize, find and control information through cloud, on-premises and SharePoint-ready document management solutions.
Explore document management →Automate
Reduce manual work with intelligent capture, electronic forms, approvals, integrations and configurable workflow automation.
Explore workflow automation →More than a scan. OCR and AI-assisted processing can help classify documents, extract key fields, create meaningful file names and summarize content. We confirm the output and quality requirements with you before scaling the project. Explore AI document processing →
What are you looking to improve?
You do not need to know which product or technology you need. Start with the documents, process or business problem you want to address.
Information access that changes how work gets done
Woodstock General Hospital reported $244,000 in annual savings after improving access to records and reducing the need for round-the-clock record-request coverage.
Explore customer stories →
Different records.
The same need for confidence.
Municipal files, patient records, student archives, legal files and engineering drawings each bring different requirements. We plan the preparation, indexing, access and delivery around the records your team actually uses.
Can we start with a sample or a smaller project?
Yes. A proof of concept can confirm image quality, document separation, naming, indexing and delivery before a larger project. Scope, pricing and turnaround are agreed for your requirements. Larger projects can also be completed in phases.
Can you deliver files to SharePoint or our existing system?
We can prepare searchable files and index data for SharePoint, document management systems and other agreed destinations. We confirm the folder structure, metadata and delivery method during scoping.
What happens to the original paper records?
Return, storage and secure destruction options are agreed as part of the project. Destruction is performed only with authorization, with a certificate provided where applicable.
Your information is protected throughout the process
Polar Imaging combines secure Canadian processing, documented handling and experienced people to protect sensitive records while transforming them into usable digital information.
A practical, proven process
Understand your volume.
Plan your next step.
Use our Document Scanning Volume Calculator to estimate the number of pages in your boxes, filing cabinets or shelving before requesting a formal quote.
Have documents or a process you need to improve?
Tell us what you are working with, what is making it difficult to manage and where you need the information to go. We will help determine the most practical next step.