Benefits of Document Scanning

Reduce your paper volume and streamline your business
Never lose a file again
Improve customer service by retrieving information in seconds
Lower storage costs and meet disaster recovery goals
Follow your company’s record retention requirements

Do you have mountains of company documents in storage?

We employ professional staff who are required to pass a criminal background check, random monthly drug testing, with semi-annual HIPAA and securities training.

Every type of scanning solution includes

Secure, bonded pick-up of documents
Document preparation
High-volume, quality production scanning
Quality control at all phases of production
Optional no-cost document search software
Optional secure and certified destruction of original documents
Secure facilities with redundant backups to protect your data

Our facility is under 24 hour alarm and video surveillance - we take the security of your confidential information seriously.

Bulk Archiving

cost range: $0.03 - $0.05 per image*

This solution is for customers with serious storage concerns (as well as disaster recovery requirements) while not as focused on ease of retrieval. Documents are all captured but will be indexed or coded on a box level, rather than at document or folder level.

An example of this would be: Your company has 100 boxes. Each box contains jobs completed for a year, if box 44 contains 2006 documents with job numbers 107,108 and 110. Suppose this box is the size of a legal storage box, holding approximately 3,000 images. Coastal will capture the whole box as one large PDF and name the resulting file as “Box 44_Job 107_108_110.PDF”.

Your company will be able to pull the records up but will need to page through the documents to find the exact part being sought after. This is a low cost bulk capture process that is for files that need to kept but do not anticipate accessing regularly.

On-Demand Scan

cost range: $0.05 - $0.08 per image*

This is a store and scan solution. Coastal arranges the secure pick-up and transportation of your records to our facility. We inventory and confirm the records with you and then securely store them. Upon request we locate the identified records, capture, and provide a digital copy via secure FTP within two (2) business hours.

We will also monitor the age of stored records, compare them against our retention schedule, and notify you of any impending destruction points. We will destroy these records only with clear authorization, giving you the opportunity to review and decide if those documents should be kept longer.

Organizations pay for the scanning that occurs on a monthly basis plus a flat rate for document storage. This solution allows you to spread out and control your costs over a contracted period of time, generally two to five years.

The medical, funeral, mental health and architectural industries have realized the greatest benefit from this solution. However for any company wanting to make the transition to digital document management with a limited budget in mind, this is a great low-impact solution.

Workflow Scan

cost range: $0.07 - $0.14 per image*

This is the most powerful solution we offer in terms of off-site document scanning. We arrange for regular secure shipping of newly generated records on a predetermined schedule.

We capture documents and place them into a sophisticated, yet simple to use database that we develop to meet your requirements. We use key identifiers and attach metadata to each document. This will allow you to quickly retrieve and reference at either a single point or multi-point location. We can also use your existing software solution. Everything is encrypted and secured prior to delivery.

Many industries use this system when they realize the importance of document management but are under pressure from external forces to continue working in a paper-driven environment and do not have the time or infrastructure for taking on the burden directly. Get the best of both worlds for now. Continue to operate in the paper world while behind the scenes the conversion is taking place.

On-Site Scan

cost range: $0.09 - $0.18 per image*

When the security and extreme confidentiality of documents is a barrier that cannot be overcome and you must have capture on-site, we can help. We have a mobile unit that can come to your place of business, set up, and capture “hot” documents. Some space to work and electrical connection is all we require to operate. The amount of space is dependant on the scope, volume, and expected turn-around time of the project.

We have the capabilities to bring in an entire crew of stations and staff to expedite a large amount of data. On a per-image basis, this is usually the most expensive solution due to the setup costs.

X-ray and Photo

cost range: $0.55 - $10.00 each*

Coastal has invested in scanners that are specifically designed for x-ray and photo capture. They provide a high degree of clarity for these types of documents. We would be more than happy to get your old photos and x-rays converted to electronic formats.

Large Format / E-type Drawing / Architectural

cost range: $1.00 - $10.00 per image*

We can handle document sizes up to 54 inches wide and 24 feet long, with resolutions up to 1200 DPI. Please keep in mind that higher resolutions result in larger file sizes.

Microfilm

cost range: $0.05 - $1.00 per image*

Coastal can handle Microfilm services as well, This is an older technology but is still in use and required in some cases. Contact us for more details regarding this line of service.

Audio / Video Conversion

cost range: $20.00/hr based on video or audio length.

Any audio or video can be brought into your repository/database. Coastal has the equipment to provide this service. Contact us for more details.

* ranges of costs are dependent on scope of work, actual volume, turn around time, and promotional events being sponsored by Coastal.