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.

PI Healthcare

What is PI Healthcare?

PI Healthcare is an award winning solution that takes care of all digitization needs in the healthcare industry! We’ve helped many hospitals start their digital transitions by implementing scanning stations, providing adequate scanners and capture software, implementing document management systems, and doing the most difficult work of it all, scanning backlogs of paper records. We’ve tailored our scanning process easy to implement and adopt in day to day health records departments. Users have an easy time learning the process and come to enjoy it quickly after implementation. The day-forward scanning package is comprised of the following items:

To find out how the PI Healthcare package can benefit your organization, click the button below!

Inquire

To read the full press release about the Nucleus Research award for Woodstock General Hospital, click here

ROI Benefits

Woodstock Hospital needed to make older paper patient records easier to access alongside its electronic health records. Polar Imaging supported the hospital’s digitization and records-access workflow.

Nucleus Research’s independent 2019 analysis reported 258% annual ROI, average annual benefits of $706,607, and a payback period of 0.4 years (about five months). Its analysis included direct and indirect benefits from the implementation.

These are historical results for the project Nucleus analyzed, not current operating figures or a forecast. Read the Nucleus Research analysis for the methodology and calculations.

ClinicalConnect Integration

We have an integration with ClinicalConnect that connects our Document Management System (PaperVision) with their HealthCare Module. This Integration allows ClinicalConnect users to view scanned records that both Woodstock General Hospital and St. Thomas Elgin General Hospital manage electronically in Polar Imaging’s document management platform. We are planning on adding more hospitals to this list with time. One of the major benefits of this integration is that records that used to only be available locally, are now available to any hospital that is connected through ClinicalConnect in Ontario. These hospitals scan records in real time and so patient information is available almost instantly. It helps eliminate the need for paper files, helps save time when looking for patient files, saves storage space, keeps track of files and prevents them from being lost and helps patience have their data at any hospital they go to.

We are very proud to help and support this initiative that helps connect hospitals throughout Southwestern Ontario. Hospitals have so many records that are very important and could be of great use for doctors to see, however they are very limited in access due to their paper nature. Digitizing these documents will allow for better access to patient information from any hospital or clinic and will lead to better overall healthcare for the patient. For example, if a London resident ends up in the Woodstock hospital ER, that visit will now be viewable to their family doctor in London through ClinicalConnect.

Digitech Systems

Digitech Systems is our supplier for some of our software that we have available. The solutions that we offer from Digitech are very in-depth with lots of features. Knowing them in and out enables us to make sure each of our clients get the most out of it and that all of their needs are taken care of. This knowledge and expertise along with our company values have led us to a great overall customer satisfaction.

Being selected into the Circle of Excellence is a great sign of recognition from Digitech in regards to all of our efforts. This award helps validate that we are a top tier service provider to all of our clients as well as our partners. We are very proud of where we are today of the effort that our team puts in on a daily basis. Going forward, we are confident that we will continue to be a part of the Circle of Excellence since we strive to continuously improve our services and maintain a high level of customer satisfaction.

About Digitech Systems

Digitech Systems, LLC enables businesses of any size to more effectively and securely manage, retrieve and store corporate information of any kind using either PaperVision Enterprise content management (ECM) software or the world’s most trusted cloud-based ECM service, ImageSilo. By significantly reducing the cost, Digitech Systems has moved ECM from a luxury convenience to an essential element for every well-managed business.

Digitech Systems continues to raise the standard of excellence in the ECM sector, as evidenced by the numerous awards they have received including multiple Nucleus Research ROI Awards, the Top RPA solution from CIO magazine, and Hot Customer Experience recognition from Document. In addition, Buyer’s Lab has given the entire product suite their highest Platinum ratings and repeatedly chosen PaperVision Capture as the best data capture and workflow solution and PaperVision® Enterprise as the most outstanding ECM software in the marketplace. To learn more about the company’s software and services that deliver any document, anywhere, anytime, visit www.digitechsystems.com and follow us on LinkedIn @DigitechSystems or Twitter @ECMNOW to stay up-to-date on the latest.