Document scanning services across Canada
Turn paper records into secure, searchable information.
Polar Imaging manages every step, from secure pickup and document preparation to scanning, indexing, quality control and delivery into SharePoint, your existing system or a secure repository.
Paper is slowing work down
Your records may be on paper.
Your organization no longer has to work that way.
We convert physical records into information your team can find, share and use, without placing the burden of preparation, technology or quality control on your staff.
Find information faster
Replace cabinets and boxes with searchable, consistently named digital records.
Free up valuable space
Reduce on-site storage and eliminate unnecessary off-site storage costs.
Protect sensitive records
Maintain controlled handling, documented chain of custody and secure disposition.
Prepare for what comes next
Deliver organized information into SharePoint, workflow automation, cloud storage or AI tools.
Built around your project
Digitize at the pace that works for you.
You do not need a one-size-fits-all program or a perfect page count before getting started. We help structure the project around your records, access needs, systems and budget.
Convert a room, department or complete records collection.
Set a manageable monthly budget and steadily eliminate the backlog.
Keep new incoming records digital after the backlog is complete.
Digitize only the files you need, when you need them.
A practical place to start
Not sure how much paper you have?
Use our guided estimator to describe how your records are stored, estimate your scanning volume and receive a useful planning range. No exact page count required.
Planning guidance only. Final scope and pricing depend on document condition, preparation, indexing, output and security requirements.
Protected at every stage
Planned transportation and transfer
Inventory and box reconciliation
Barcode-supported processing
Secure transfer and approval
Return, storage or certified destruction
Security and chain of custody
Your records stay protected from pickup to final disposition.
Sensitive records require more than a good scanner. Polar Imaging combines physical security, defined project controls and documented handling throughout the conversion process.
Specialized capture capabilities
From everyday files to records that require specialized handling.
Letter-size paper is only the beginning. Our team works with mixed collections, fragile originals, bound materials, drawings and legacy media.
Office and departmental records
Contracts, HR files, invoices, correspondence and operational records.
Municipal and property records
Planning files, drainage records, permits, maps and historical files.
Patient and clinical files
Charts, lab reports, handwritten notes and sensitive medical records.
Books and bound materials
Ledgers, minute books, fragile publications and historical collections.
Engineering drawings and plans
Blueprints, vellum, mylar, maps and oversized architectural drawings.
Microfilm and microfiche
Roll film, fiche, aperture cards, photographs and other legacy formats.
Intelligent capture and indexing
More than a digital picture of the page.
We design the finished information around how your team needs to find and use it. Files can be classified, separated, named and indexed using project-specific rules, with AI-assisted processing and human verification where required.
Verified
Indexed
Searchable
A proven process
We manage the details from beginning to end.
Every project is configured around your requirements, but the controls remain consistent.
Assess and plan
Confirm volumes, document types, indexing, output and security requirements.
Collect and track
Securely transport, inventory and barcode the records.
Prepare and scan
Remove fasteners, repair pages, separate files and capture clean images.
Index and verify
Apply OCR, naming, metadata and quality control.
Deliver and complete
Transfer files securely, then return, store or destroy originals as approved.
Experience across demanding environments
Built for real-world records projects.
Every collection is different. Our job is to make the complexity manageable and produce information that works for the people who need it.
Municipal records
Engineering and drainage records converted into consistently named, SharePoint-ready PDFs.
Healthcare records
Komer Clinics reviewed a representative box, refined the indexing and approved the complete project after seeing the finished result. Read the case study.
Historical collections
Ledgers and bound materials digitized using equipment designed to protect the originals.
Why Polar Imaging
Enterprise capability. Local accountability.
Large enough to manage demanding, high-volume projects. Responsive enough to understand your records, answer your questions and adapt the process around your organization.
Proof of concept
See the finished result before committing to a larger project.
For complex or high-volume work, a representative proof of concept lets your team review image quality, document separation, naming, metadata and delivery before production begins.
Frequently asked questions
What organizations usually ask us.
How much does document scanning cost?
Costs depend on volume, document preparation, file separation, indexing, formats, transportation and delivery requirements. Our estimator provides a useful planning range, followed by a review from our team before formal pricing is prepared.
How many pages are in a banker’s box?
The number varies based on how tightly the box is packed, paper sizes and folders. You do not need an exact count. Our estimator can translate boxes, drawers, shelf inches and other storage methods into a reasonable volume estimate.
Can we access a file while our records are being scanned?
Yes. If an urgent file is needed during production, our team can locate it and provide an electronic copy according to the agreed project process.
Can you deliver files directly into SharePoint?
Yes. We can structure filenames, folders and metadata for SharePoint or another document management, network or cloud environment.
What happens to the original paper?
After you review and approve the completed digital files, records can be returned, securely stored or destroyed. Destruction occurs only after written client authorization, and a certificate can be provided.
Do we have to scan everything at once?
No. Projects can be prioritized by department, record type, retention period or business value. Scan-to-Zero also allows you to work through a backlog using a defined monthly budget.
Take the first step
Ready to get the paper under control?
Tell us what you have, how it is stored and how the finished information needs to be organized. We will help you understand the volume, options and likely budget.