Make a large scanning project possible.
Clear the paper from your space now. Scan the collection over an agreed schedule that fits your monthly budget, then move toward a secure, searchable digital record set.
When the project feels too large to start, change the schedule.
A large records backlog can be difficult to fund as one big scanning project. Scan-to-Zero is designed for that situation: Polar Imaging takes in the collection, removes it from your facility, and digitizes it in planned stages.
You get a defined monthly program instead of having to complete and pay for the whole conversion at once. As scanning progresses, paper volume declines and searchable files become available for use.
Move the records out. Make steady progress. Reach zero.
The program connects secure custody, paced production and a clear end point, so a project that once seemed out of reach can move forward.
Space is returned earlier
After an agreed intake and pickup, your collection is removed from your workspace and kept in secure storage while it moves through production.
Work follows a set budget
We plan scanning batches around a monthly amount and schedule you approve. This is a staged scanning program, not a loan or a financing arrangement.
Paper records reach zero
As each batch is scanned, quality-checked and delivered, the remaining paper declines. When the agreed collection is complete, the monthly Scan-to-Zero program ends too.
From stored paper to useful digital records
We establish the scope and handling rules first, then keep the work moving in clear, reviewable stages.
Scope the collection
We review volume, document types, condition, organization, indexing, destination and your monthly budget.
Move records securely
We coordinate intake and pickup, record custody and store the collection in our secure Canadian facility.
Scan in planned batches
Our team prepares, scans, organizes and quality-checks each batch in line with the agreed production plan.
Deliver and close out
We deliver searchable files to the agreed destination and arrange return or authorized secure destruction of originals.
See how Scan-to-Zero can change the project
A large collection does not have to be scanned all at once for your organization to start moving forward.
Scan-to-Zero gives you a practical route to clear space now, make steady digitization progress and finish with organized electronic records.
Your records stay protected through every stage
Scan-to-Zero includes controlled intake and secure storage while your collection is being processed. We document custody, follow agreed handling requirements, and apply quality checks before each digital batch is delivered.
Let’s see if Scan-to-Zero fits your project.
Tell us roughly how much you have, what you need the finished files to do and what monthly budget or timing you are working toward. It is fine if you do not know every detail yet.
We review your information, follow up to understand the collection and confirm whether a phased Scan-to-Zero plan makes sense. If it does, we can recommend the next step, including a proof of concept when useful.
Scan-to-Zero FAQs
What does Scan-to-Zero mean?
It is a phased document digitization program. Polar Imaging takes in your collection, securely stores it and scans it over an agreed schedule tied to your monthly budget. As the work is completed, paper volume declines, and the monthly Scan-to-Zero program ends when the agreed work is complete.
Do you scan the entire collection right away?
No. Production is paced to the agreed plan, so scanning can be spread over time. This is what can make a large project manageable when completing it all at once is not practical.
Can we still request files while our records are being scanned?
Yes. Records remain in secure storage during processing, and you can request files from the collection before their scheduled batch is scanned. We will agree on the retrieval process and timing during planning.
Is Scan-to-Zero a loan or financing?
No. The scanning work itself is completed in planned stages according to the agreed monthly program. It is not a loan, and there are no financing or interest charges.
What happens to the original paper?
After digitization and your approval, originals can be securely destroyed under the agreed retention and authorization process, or returned to you if you prefer.
How do we know what a project will cost?
We start by understanding the collection and how you want to use the digital files. A representative proof of concept can validate preparation, organization, indexing and delivery before we confirm the broader production scope.
What kinds of collections are a fit?
Scan-to-Zero is worth discussing when a large backfile, records room or accumulated archive needs to be digitized but a one-time project is difficult to fit into the budget or schedule. We will review the material and requirements to determine whether the approach is practical.
Let’s make the project manageable.
Tell us what is taking up space and what you need your records to do. We will help you map out a practical path from paper to searchable digital files.