What document scanning services does Polar Imaging offer?

Polar Imaging offers professional document scanning and digitization services for organizations of all sizes across Canada. Services include back-file document scanning, day-forward scanning, medical records scanning, municipal records digitization, large format drawing scanning, microfilm conversion, and Scan-to-Zero budget programs. We use high-volume production scanners from Canon, Fujitsu, and Kodak and have been scanning documents since 2001. Our PCI-compliant facility features 24/7 security monitoring.

How does InvoiceStream automate accounts payable?

InvoiceStream by Polar Imaging uses machine learning and AI to capture invoice data, route invoices for approval, detect errors and duplicates, and export data directly to your accounting software. It integrates with QuickBooks, Sage 300, and major ERP systems. Plans start at $149/month for 200 invoices and scale to custom enterprise solutions with unlimited volume, GL coding, and analytics.

What is Accessibility on Demand (AoD)?

Accessibility on Demand (AoD) is Polar Imaging's automated PDF accessibility remediation platform. It makes PDFs compliant with AODA, ACA, WCAG 2.1 AA, and PDF/UA standards using computer vision and AI. AoD handles any PDF format including scanned documents and complex layouts with tables, charts, and forms. It reduces per-page costs by up to 90% compared to manual remediation. Trusted by municipalities, healthcare organizations, and school boards across Ontario. Free trial available with 100 pages.

Does Polar Imaging serve clients across Canada?

Yes. Polar Imaging is headquartered in London, Ontario and serves organizations across Canada. We operate across Ontario from Windsor to Ottawa and work with clients nationwide including municipalities, hospitals, school boards, law firms, engineering firms, and private businesses. We offer secure document pickup, shipping, and digital delivery options for organizations outside our local area.

What is DocuHub and how does it manage documents?

DocuHub is Polar Imaging's enterprise document management system (ECM/EDMS) available as cloud-based or on-premise deployment. It provides document capture, AI-powered document management, e-forms, workflow automation, audit trails, records retention policies, and five levels of security. DocuHub integrates both paper and digital documents into a single searchable system, letting you find any file in seconds from anywhere.

How does the Scan-to-Zero program work?

Scan-to-Zero is Polar Imaging's budget-friendly approach to document digitization. You set a monthly budget you are comfortable with, and Polar Imaging scans your documents each month within that amount. Your paper records can be stored at our secure facility between sessions so you do not need to deliver them each month. Over time your entire paper archive is digitized without a large up-front investment.

Is Polar Imaging PCI compliant and how secure is the scanning facility?

Yes, Polar Imaging is PCI compliant. Our scanning facility features 24/7 security monitoring with controlled access, fire and intrusion alarms. Every shipment is barcoded and tracked through our production system. Documents are kept separate from other projects. No third parties have access to your files, and we maintain strict confidentiality throughout the entire process.

What industries does Polar Imaging serve?

Polar Imaging serves healthcare organizations (hospitals, clinics, long-term care), municipalities and government agencies, school boards and educational institutions, law firms, engineering and construction firms, Indigenous communities, accounts payable departments, human resources departments, and private sector businesses of all sizes across Canada. We are also an official ClinicalConnect partner for healthcare document management in Ontario.

How long has Polar Imaging been in business?

Polar Imaging has over 30 years of experience in information management. We have been scanning and indexing business documents since 2001 and have successfully scanned millions of documents with a spotless track record. We have received the Digitech Systems Circle of Excellence Award and are a certified ClinicalConnect partner for healthcare integration in Ontario.

Can Polar Imaging help with AODA PDF compliance for Ontario municipalities?

Yes. Polar Imaging's Accessibility on Demand (AoD) platform is specifically designed to help Ontario municipalities meet AODA requirements for PDF accessibility. AoD automates remediation to WCAG 2.1 AA and PDF/UA standards and is trusted by municipal governments across Ontario. Standard remediation achieves 90%+ compliance, Enhanced achieves 95%+, and Expert Review targets 99%+ compliance. A free 100-page trial is available.

MailStream Managed Digital Mailroom | Polar Imaging

Managed Digital Mailroom Services

MailStream

Your Mail. Digitized. Organized. Delivered.

Business mail is still important. Managing it does not have to be. MailStream receives, digitizes, organizes and securely delivers incoming business mail, giving your team access wherever they work.

Find the Right MailStream Plan Starting at $399 CAD/month

A complete managed service

How MailStream Works

Receive

Mail arrives at your dedicated centralized PO Box.

Digitize

We collect, prepare, scan and OCR each item.

Organize

Documents are indexed and categorized.

Access

Your team receives secure electronic access.

Automate

Mail can route into queues, tasks and approvals.

A modern mailroom

Turn incoming mail into accessible digital information

Traditional mail handling depends on employees being physically present to receive, open, scan and distribute correspondence. That can create delays, inconsistent processes and limited visibility.

MailStream replaces decentralized mail handling with one professionally managed process inside Polar Imaging's secure facility.

Speak With a MailStream Expert

Support remote teams

Reduce administrative work

Improve response times

Standardize processing

Centralize locations

Improve visibility

Choose how far you want to go

Capture, Manage or Automate

Begin with managed mail digitization, add a secure document repository, or automatically route incoming information through your business.

Starter

Digitize Your Mail

$399 starting/month

Managed mail processing
Business-day mail collection
Scanning and OCR
Basic indexing
Up to five categories
Electronic delivery
30-day retention and shredding

Find My Plan

Manage

Centralize Your Information

$449 starting/month

Everything in Starter
Secure cloud repository
1 GB included storage
Unlimited authorized users
Indexed and full-text search
User and group security
Activity tracking and audit history

Find My Plan

Automate

Put Your Mail to Work

$649 starting/month

Everything in Manage
Automated document routing
Work queues and tasks
Notifications
Reviews and approvals
Workflow tracking
Process history and auditability

Find My Plan

Simple, predictable pricing: standard plans begin with up to 100 mail pieces and 500 scanned images per month. Higher-volume and specialized plans are available. A dedicated Canada Post PO Box is required and priced separately.

One centralized mailing address

Transition at Your Own Pace

Every MailStream service uses a dedicated Canada Post PO Box as the centralized intake point.

Send Directly

Give customers, vendors and business partners your dedicated MailStream PO Box address.

Forward Existing Mail

Use Canada Post Mail Forwarding from eligible existing business addresses while you transition.

Transition in Phases

Use both approaches and gradually add locations or update senders over time.

Built around business outcomes

Why Choose MailStream?

Work From Anywhere

Authorized employees can access incoming correspondence without being physically present at the office.

Reduce Manual Work

Remove repetitive collecting, opening, scanning, distributing and retaining tasks from your team.

Respond Faster

Get important correspondence to the appropriate people and processes sooner.

Stay Consistent

Use agreed indexing, categorization, retention and exception-handling rules.

Connect Locations

Bring mail from multiple offices into one centralized, professionally managed process.

Scale as Needed

Increase mail volume or progress from digitization to management and automation.

Secure from receipt to destruction

Protecting your information at every stage

Physical mail is handled within Polar Imaging's controlled facility using established procedures for authorized access, chain of custody, document handling, retention and secure destruction.

Unless otherwise arranged, processed originals are retained for approximately 30 days and then securely shredded. Alternative retention or physical return requirements can be established during onboarding.

Available digital safeguards include:

Secure browser access
Encryption
Multi-factor authentication
User and group permissions
Audit trails
Activity logging
Search controls
Retention capabilities

Frequently asked questions

What You Need to Know

What is MailStream?

MailStream is a managed digital mailroom service. Polar Imaging receives, collects, opens, prepares, scans, OCR processes, indexes and electronically delivers incoming business mail based on your selected service level.

How does our mail get to Polar Imaging?

Each customer receives a dedicated Canada Post PO Box. Senders can mail directly to this address, or eligible mail can be redirected from existing business addresses using Canada Post Mail Forwarding.

How often is mail collected and processed?

Standard service includes business-day PO Box collection. Processing targets electronic availability within two business days after receipt, subject to arrival time, volume, complexity and special handling requirements.

What information is captured?

Standard processing includes the date received, sender, recipient and categorization into up to five agreed mail categories. Additional indexing can be configured during onboarding.

Can MailStream handle cheques?

Yes. MailStream can identify and separate cheques from general correspondence. The handling and deposit process is established during onboarding, and additional service or third-party charges may apply.

Can physical originals be returned?

Yes. Physical forwarding or return can be arranged. Handling, delivery frequency, postage and courier costs are based on your requirements.

Can MailStream support multiple offices?

Yes. Multiple participating addresses can direct eligible mail to one centralized intake point. Locations can transition together or be introduced in phases.

How long does implementation take?

A typical implementation is targeted within 30 days of agreement and may be completed sooner. Timing depends on PO Box setup, forwarding, processing rules, users and specialized requirements.

Ready to simplify your mailroom?

Why Choose MailStream for Your Business?

Move beyond manually receiving, scanning and distributing physical mail. MailStream gives your organization a consistent, secure process that can grow from digitization to complete workflow automation.

Less mailroom work for your teamWe manage the daily collection, opening, preparation, scanning, indexing and delivery of your incoming business mail.

Faster access from anywhereAuthorized employees receive organized digital information without waiting for physical mail to reach their office or department.

A service that grows with youStart with managed digitization, add secure document management, or route incoming mail directly into work queues and approvals.

Get Started with MailStream

Tell us about your mail volume and requirements. We will recommend the right plan.

Your information will be submitted securely to Polar Imaging.