Document Scanning and Digitization
Transform your physical documents into digital formats.
Make your files more secure, easier to access and organize, and cheaper to store.
BUILD YOUR CUSTOM QUOTE
Finding the right digitization solutions doesn’t have to be difficult. Get in touch with one of our team members to see how we can help.
Document Scanning Services for Organizations
We help you scan, store and manage your documents, locally from Edmonton, Alberta, Canada.
We specialize in scanning a wide range of materials, including documents, invoices, medical records, corporate records, maps, photographs, posters, books, blueprints, and large-format documents, compatible with most document management systems including SharePoint, MFiles, Box, and more.
Our dedicated scanning specialists prepare each page, ensuring that any binding elements are removed and the pages are optimized for scanning. You can choose between Black and White, Color, or Greyscale scanning, with the option to save the digitized files as PDFs, TIFF, or JPEGs.
Additionally, we offer OCR (Optical Character Recognition) formatting, enabling full-text search functionality within your scanned documents. Our stringent quality assurance process guarantees that your images are correctly formatted, named, and maintain image quality.
We provide multiple storage options for your digital scans including electronic storage on USB flash drives, or Cloud Storage as well as integrating it with a document management system of your choice. As for your paper documents, we can either give them back to you, provide local storage, or provide shredding services.
Your digitization needs, from scanning to storage, are in capable hands with our team. Get in touch today, to streamline your document management process.
Scanning Services Tailored for Your Needs
Whether you need a straightforward digital copy or a fully organized, indexed archive, our flexible service tiers are designed to scale with your needs. We know every scanning project is unique, which is why we aim to make digital transformation as accessible and adaptable as possible.
Note: Some projects may have specialized requirements that fall outside these standard options—custom solutions are always available, including bundling with our other digitization services!
Features | Basic | Essential | Professional | Enterprise |
For simple, direct converison jobs of all document types | For those needing more structured digital records | For organizations needing advanced document management | For complex compliance & workflow needs | |
1 file = 1 PDF conversion | ||||
OCR Applied for Text Searchability | ||||
Document Pick-Up & Drop-Off | ||||
Digital Formats Provided on USB or SFTP Transfer for Your Repository | ||||
Secure Document Handling & Confidentiality | ||||
Quality Control & Assurance Checks | ||||
Complimentary Project Intake | ||||
Flexible Scheduling to Fit Your Timeline | ||||
Document Preparation Assistance | ||||
Transparency & Status Updates | ||||
Short-Term Digital Backup Retention for Peace of Mind | ||||
Enhanced Document Organization (folder, subfolders, etc.) | ||||
Electronic File Listing Provided | ||||
Option of Secure Online File Storage with Consentia | ||||
Secure Shredding Options for Document Disposal | ||||
Advanced Indexing with Customizable Metadata | ||||
Complimentary 90 Day On-Site Document Storage | ||||
Ongoing Dedicated Project Support | ||||
Option Assessment by our Records Management Specialist |
Basic
Simple, fast and efficient
1 file = 1 PDF format
Ideal for individuals, smaller businesses
OCR indexed for text searchability
Digital formats provided on USB or SFTP transfer ro your repository
Essential
Enhanced document organization (folders, subfolders, etc.)
Electronic file listing provided
Best for businesses requiring structured digital records
Option of secure online file storage with Consentia
Professional
Advanced indexing with customizable metadata
Secure shredding optons for document disposal
Cloud storage integration
Designed for organizations seeking more advanced document management
Option of on-site document storage
Enterprise
Fully customized solutions for large-scale document processing
Integration of data into project or business workflow
AI-powered indexing and data extraction options
Ideal for enterprises with complex compliance and archiving needs
Ongoing project support
KEY BENEFITS WITH DOCUMENT SCANNING SERVICES
Consentia meets CGSB and ISO standards which is why we are the document conversion business of choice for the Government of Alberta.
How We Work
Make your information more accessible, useful, and secure by bringing it into the digital world. Consentia has the flexibility and expertise to find scalable scanning solutions that meet your needs, no matter the size or complexity of the job.
We securely collect your materials, either arranging a pick-up or having you deliver them to us. Each batch is carefully logged and tracked for security and accountability.
We prepare your materials for scanning by removing staples, repairing damage, and organizing them as agreed.
We digitize your documents in high resolution and various formats, maintaining their clarity and fidelity. Layer on OCR to all images for added searchability.
After scanning, we categorize your digitized files by date, subject, or other criteria for easy retrieval and management.
Our QC team reviews scanned images for quality issues. Any discrepancies prompt rescanning to uphold our high standards.
A comprehensive review ensures accuracy by cross-checking digitized files against originals and your specifications.
Upon completing QA, we organize and prepare files in your preferred format for immediate use, offering physical media or cloud-based options.
For secure file transfer, we use SFTP, providing credentials for you to access and download files from our secure server.
After completion, we can also securely destroy your physical files once you’ve got the digital copies, or provide you with local storage options.
For special projects, we can also set up a custom document management system for on-demand digital document delivery.
Why Scan Documents?
Everyone recognizes the importance of optimizing their document management processes. Document scanning, allows businesses to efficiently manage, store and use their data. However, managing the intricacies of large-scale document digitization can be a daunting task for many organizations. This has led to a growing trend in professional document scanning services, empowering enterprises to streamline their operations and focus on their core competencies. Consentia scans locally and in-house, keeping all your documents in Edmonton, Alberta.
1. Precision and Expertise:
Outsourcing document scanning to specialized service providers ensures the right technology and expertise in handling diverse document formats. Professional scanning services, like us, employ advanced optical character recognition (OCR) technologies, intelligent data capture, and image enhancement techniques. This guarantees the accurate digitization of documents, eliminating errors and enhancing overall data quality.
2. Cost Optimization:
In-house document scanning operations often come with substantial upfront investments in equipment, software, and personnel training. Outsourcing allows organizations to leverage the infrastructure and expertise of established service providers without the burden of capital expenditure. This shift to a variable cost model enables businesses to allocate resources more strategically, directing capital towards core business functions.
3. Scalability and Flexibility:
We provide unparalleled scalability, allowing organizations to adapt to fluctuating workloads seamlessly. Whether dealing with a backlog of documents or managing ongoing scanning requirements, we can scale services accordingly. This flexibility ensures that businesses can optimize their document management processes without being encumbered by fixed operational costs.
4. Compliance and Security:
Document scanning partners, like us are well-versed in industry regulations and compliance standards, ensuring that digitization processes adhere to legal requirements. Furthermore, we implement robust security measures to safeguard sensitive information. This includes encryption protocols, secure data transfer mechanisms, and strict access controls, providing organizations with peace of mind regarding the confidentiality and integrity of their digitized documents.
5. Focus on Core Competencies:
By outsourcing document scanning, organizations can redirect their internal resources towards core business activities. This strategic reallocation allows for increased innovation, improved customer service, and heightened competitiveness. Outsourcing mundane and time-consuming tasks like document scanning enables businesses to maintain a sharper focus on their unique value propositions, fostering overall business growth.
The Environmental Impact of Digitizing Documents
Digitizing documents provides numerous environmental advantages that promote a healthier planet. By switching from paper to digital formats, we can significantly reduce the need for paper, leading to less deforestation and conserving vital natural resources such as water and energy, which are heavily used in paper production. Moreover, digital documents eliminate the necessity for physical storage, which in turn lowers the carbon emissions associated with building and maintaining storage facilities. This move not only helps in preserving our forests but also decreases the greenhouse gases linked to the transportation and disposal of paper.
Embracing digital solutions allows us to play an important role in protecting the environment and securing a better future for coming generations. With reduced paper consumption, fewer trees are cut down, helping to preserve biodiversity and fight climate change by keeping our forests, which act as vital carbon absorbers, intact. Additionally, digitalization cuts down on waste since electronic files can be stored and shared without creating any physical trash. By choosing to digitize your documents, you are making a meaningful contribution towards a sustainable future, where technology supports us in living more harmoniously with the Earth.
Benefits of Digitizing Your Files:
1. Enhanced Accessibility:
- Digitizing files facilitates easy and instant access from anywhere with an internet connection.
- Enables swift retrieval and sharing of information, fostering collaboration among team members regardless of geographical locations.
2. Space Optimization:
- Eliminates the need for physical storage space, reducing clutter and freeing up valuable office real estate.
- Streamlines workspace organization by transitioning from bulky filing cabinets to a compact digital storage infrastructure.
3. Improved Searchability:
- Leveraging advanced search functionalities, digitized files enable quick and precise retrieval of specific documents.
- Enhances efficiency by minimizing the time spent on manual searches, contributing to a more productive work environment.
4. Enhanced Security Measures:
- Digital files can be encrypted, password-protected, and equipped with access controls, bolstering data security.
- Reduces the risk of unauthorized access and ensures a secure digital repository for sensitive and confidential information.
5. Disaster Recovery and Business Continuity:
- Digital files are less susceptible to physical damage or loss due to unforeseen events like natural disasters.
- Establishes a robust backup system, enabling swift recovery and continuity of business operations in the face of disruptions.
6. Cost Savings:
- Reduces expenses associated with paper, ink, printing, and physical storage equipment.
- Mitigates costs related to manual document handling, filing, and retrieval processes, contributing to overall operational efficiency.
7. Efficient Collaboration:
- Facilitates seamless collaboration by allowing multiple users to access and work on the same document simultaneously.
- Enhances communication and teamwork, fostering a more agile and responsive organizational culture.
8. Environmentally Friendly Practices:
- Supports sustainability initiatives by minimizing paper consumption, reducing the environmental impact associated with traditional printing and filing methods.
- Aligns with corporate social responsibility goals, showcasing a commitment to eco-friendly business practices.
9. Compliance and Regulatory Alignment:
- Digitizing files aids in maintaining compliance with industry regulations and data protection laws.
- Streamlines auditing processes by providing a digital trail of document access, edits, and approvals.
10. Future-Proofing:
- Positions organizations to adapt to evolving technological landscapes and stay ahead of industry trends.
- Prepares businesses for future innovations and integration with emerging technologies, ensuring long-term viability.
Why Choose Us?
At Consentia, we understand the importance of high-quality document scanning and imaging services for businesses in and around Edmonton, Alberta. We take pride in our commitment to providing superior scanning services that help you store, protect, and access your important documents quickly and easily.
Our professional staff will take the time to understand your needs and provide you with the best service possible. We use the latest technology and equipment to ensure that your documents are scanned and stored securely and accurately.
We also offer a wide range of imaging services, including document imaging and microfilm and microfiche conversion. Our experienced team can help you convert your documents into a variety of formats, including but not limited to, PDF, TIFF, and JPEG. Our imaging services make it easy for you to store, share, and access your documents. We also provide secure archiving, backup and retrieval services.
Our commitment to providing the highest quality document scanning and imaging services is unmatched at Consentia. We understand the importance of having efficient and quick turn-around times while not compromising on our accuracy as we strive to provide the best service possible. We are dedicated to providing the best customer service in the industry and are always happy to answer any questions you may have.
Frequently Asked Questions
What types of documents can you scan?
We can scan all types of documents including (but not limited to) invoices, receipts, contracts, and even oversized documents like maps, blueprints, and schematics.
What is the turnaround time for scanning documents?
Turnaround time depends on the volume of documents, but we strive to complete it as soon as possible. When we know what you need, we can give you an estimated time, and then we’ll keep you updated on our progress throughout the project.
What file formats do you provide for scanned documents?
We can provide digital copies in PDF, JPEG, and TIFF file formats, among others.
Can you scan documents with handwriting or images?
Yes, we can scan documents with handwriting or images.
What are the costs of scanning documents?
Costs vary depending on the volume of documents, contact us for pricing details.
Which locations do you serve?
Our primary office is located in downtown Edmonton, Alberta, and we offer scanning services that span across the entire Alberta region, including Edmonton, Calgary, Red Deer, and most areas throughout Western Canada.
Clear Away Paper Mess and Chaos that Comes with It
Make accessing your project files and records instant, remote, and simple. Our solutions can be customized to your needs whether it is immediate day-forward document scanning or converting documents into specific digital formats.
Our Key Advantages Include:
Full-scale indexing and cataloging of documents
Provided-extensive consultation from receiving to delivery of documents
Convenient searchable content and retrieving
Extensive validating and auditing by our expert team
Output into any digital formats (PDF, Excel, JPEG, MS Word, etc.)
High security protocols and confidential practices (see Information & Security Compliance)
We also do microfilm & microfiche.
Information & Security Compliance
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FOIP: Freedom of Information and Protection of Privacy Act
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PIPEDA: Personal Information Protection and Electronic Documents Act
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ISMD: Information Security Management Directives to which we are routinely audited by the Alberta Government.
Our Facility
- The service bureau is under area lockdown; all workspaces are behind double locked doors.
- Materials do not leave the designated area, disk and thumb drives are disabled, internet function is removed from all computers not requiring upload/download ability, and files are sent on an internal network.
- Every employee has signed an NDA and has passed a criminal record check.