Question 1

What document scanning services does Polar Imaging offer?

Accepted Answer

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.

Question 2

How does InvoiceStream automate accounts payable?

Accepted Answer

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.

Question 3

What is Accessibility on Demand (AoD)?

Accepted Answer

Accessibility on Demand (AoD) helps teams remediate scanned and digital PDFs online. Upload PDFs, choose a service level, then review and download the results. Automated checks do not guarantee compliance or usability. The general offer includes 100 free credits; the Municipal World offer includes 250 free credits. No credit card required.

Question 4

Does Polar Imaging serve clients across Canada?

Accepted Answer

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.

Question 5

What is DocuHub and how does it manage documents?

Accepted Answer

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.

Question 6

How does the Scan-to-Zero program work?

Accepted Answer

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.

Question 7

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

Accepted Answer

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.

Question 8

What industries does Polar Imaging serve?

Accepted Answer

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.

Question 9

How long has Polar Imaging been in business?

Accepted Answer

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.

Question 10

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

Accepted Answer

Yes. Accessibility on Demand helps municipal teams remediate scanned and digital PDFs and review results before publishing. Standard uses 1 credit per page, Enhanced uses 6, and Expert Review starts at 40. Automated checks do not guarantee compliance. The general offer includes 100 free credits; the Municipal World offer includes 250 free credits.

Polar Imaging Webinars can help you make a decision

From accounts payable solutions to getting the powers that be on-board, our webinars are a great resource

Related reading

Is Your Organization Ready for AODA Compliance? Here’s How to Make Your PDFs Accessible. Without the Headache.

AODA Compliance for Ontario Municipalities: Why Now is the Time to Act

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