Document Scanning
ShareVault's growing network of Scanning partners are able to provide secure, rapid-turnaround document scanning capabilities. Project management and coordination of the scanning project is provided by your ShareVault project manager*.
A Partner Near You
With our document scanning partners located in metropolitan areas in North America and Europe (Asia coming soon), most document scanning projects can be handled within a few days. For projects requiring on-site document scanning, we will coordinate with the partner nearest you to quickly setup and operate the document scanning equipment at your facility.
Experience You Can Count On
ShareVault's document scanning partners are experienced in the legal and financial industries - firms you can rely on to handle your sensitive documents with the highest degree of security. Your ShareVault project manager will take care of coordinating the logistics and work flow so you will have a single point of contact throughout the process.
Document Scanning Work Flow
We can work with you to plan a document scanning work flow according to your specific needs. We will contract with our partner closest to you to either setup and operate the document scanning equipment within your facility, or provide a fast-turnaround pickup-and-delivery work flow as described below:
- Planning and logistics — We work with you to create a document scanning plan that meets your project requirements. This will include a methodology for communicating how you want your scanned documents to be organized in your ShareVault™. Just-in-time planning will be used to minimize the amount of time that the documents are out of your facility. NOTE: On-site document scanning capabilities can be quoted if necessary.
- Document gathering and pre-preparation — You gather the documents to be scanned, and place them into bankers boxes with slip sheets indicating the appropriate index information.
- Document pickup — ShareVault's document scanning partner picks up the bankers boxes containing the documents from your facility.
- Document prep — Documents are sequentially removed from the bankers boxes, removed from folders, un-stapled or removed from paper clips and prepared for scanning. Pages are counted for subsequent reconciliation/verification.
- Scanning — Documents are scanned with high-throughput digital document scanning equipment, generating a PDF file for each document.
- Document re-packaging — Documents are carefully returned to your bankers boxes in the same order, in the same folders, using the same placement of staples / paper clips.
- Document return — ShareVault's document scanning partner returns your Bankers boxes to your facility.
- OCR — The PDF files are processed by high-performance Optical Character Recognition (OCR) software to convert the scanned documents into searchable PDFs (image on text).
- Custom document naming — Following your instructions, skilled operators apply rules to give appropriate file names to each PDF file.
- Upload to ShareVault™ — The resulting searchable PDF files are securely transferred to your ShareVault. The tagging of the files (for example, the section of the due diligence list) and the file access permissions will be set based on the instructions on the slip sheets.
- Quality control — Document naming, tagging, and permissioning are reviewed for accuracy. Page counts are reconciled for verification.
- Data purged — The files are purged from the document scanner partner's computers.
Optional Services
ShareVault's document scanning partners are able to offer a number of optional value-added services as needed:
- Bates numbering & stamping — Provides numeric identification for document traceability; each document is stamped with a unique identifier that corresponds to the scanned file,
- Scanning of oversize documents — Important for applications related to construction, engineering or other technical fields,
- Binding — After scanning, your documents can be neatly bound according to your requirements,
- Shredding — Once scanned, some applications require destruction of the original paper documents.
* Project management and coordination of document scanning services not available with ShareVault Express