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Miami Document Scanning Services

South Florida's Go-To Leader in Document Scanning Services

 
 

Miami Document Scanning Services

Proudly Serving Miami for the Past 2 Decades

 
 

Miami Document Scanning Services

Catering to an Extensive Array of Industries in Miami

MIAMI DOCUMENT SCANNING SERVICES

Welcome to Forensis, your premier choice for document scanning services and hosting, proudly headquartered in Miami since 2003. Our commitment to excellence has transformed numerous South Florida businesses by seamlessly transitioning them from outdated, paper-based archiving systems to advanced and secure digital environments.

Bid farewell to the hassles of in-house file storage, reliance on third-party storage providers, or attempting the scanning process yourself. Forensis presents a comprehensive digital scanning and hosting service, ensuring enhanced efficiency and heightened security for your valuable documents.

Discover the advantages of our Miami Document Scanning Services by reaching out to us today. Benefit from a complimentary consultation and quote as we eagerly showcase our expertise and strive to become your trusted partner in scanning solutions for Miami businesses.

Woman on South Beach working on her computer because she used Miami Document Scanning Services.
Workers downtown Miami

Enhancing Business Efficiency with our digital services in Miami

In the bustling and dynamic business landscape of Miami, staying competitive and agile is essential for the over 263,000 businesses located in Miami-Dade County. One of the key ways Miami businesses can achieve this is by embracing modern technologies that streamline their operations and enhance productivity. Document scanning services and hosting services are two such essential tools that offer a myriad of benefits to businesses in Miami and beyond.

Document Scanning Services in Miami

The Magic City is home to a diverse range of industries, from finance and hospitality to healthcare and real estate. Regardless of the sector, businesses in Miami generate an abundance of paperwork, from financial documents and legal contracts to client records and HR files. Handling this ever-growing paper trail in-house can be a daunting task.

Forensis’ Miami Document scanning services offer a transformative solution by converting physical documents into digital format. The advantages are manifold. First and foremost, it reduces paper clutter, freeing up office space and eliminating the costs associated with physical storage. With easy access to digitized documents, businesses can respond swiftly to customer inquiries, retrieve important records, and reduce the risk of document loss or damage. Moreover, digitized documents are highly portable and can be securely accessed from anywhere, facilitating remote work and improving collaboration among team members, which is especially relevant in today’s flexible work environment.

A LOOK AT THE NUMBERS

398,587,000

NUMBER OF IMAGES SCANNED

109,200

NUMBER OF BOXES SCANNED

137,280

NUMBER OF INDEXES CREATED

1,485

NUMBER OF TREES SAVED BY RECYCLING

INDUSTRIES SERVED

At Forensis, we are a leading Miami document scanning company dedicated to serving a wide array of industries. Our specialized document imaging solutions are designed to meet the unique needs of businesses across various sectors, from healthcare and finance to legal and beyond.

MIAMI DOCUMENT SCANNING SERVICES

THE FORENSIS WAY

When it comes to meeting your needs, ForensiS goes above and beyond, offering a range of tailored scanning services that ensure a comprehensive solution to your paper problems.

SUPPLIES

ForensiS offers high-quality ForensiS boxes designed for secure shipment. Our boxes are both durable and extremely easy to assemble (popup style).

PICK UP

Enjoy the utmost convenience as ForensiS takes care of arranging seamless box pickups right from your facility.

INDEXING

Being one of the most important parts of the process, you can rely on our meticulous indexing process, which efficiently organizes files using folder names or predetermined fields allowing you quick instant to your information

DOCUMENT PREPARATION

Trust in our attention to detail as we meticulously remove binding instruments from files before digitizing, ensuring precision throughout.

SCANNING AT 300 DPI

Immerse yourself in top-tier scanning technology as we digitally transform your paper files into digital format with high-resolution (300DPI) text searchable PDFs. Our high-speed scanners will scan up to size 11″ x 17″. For all large format documents, over 11″ x 17″, Forensis has special large format scanners.  Learn more about large format scanning

FULL QUALITY ASSURANCE

Forensis purposely does not call this Quality CONTROL. Quality control implies spot checking which can lead to overlooked errors. Forensis’ Miami document scanning services undergo rigorous analysis, where every image is analyzed, ensuring a flawless replication of the original document.

OPTICAL CHARACTER RECOGNITION (OCR)

With our cutting-edge OCR technology, your digital images become easily searchable, significantly enhancing accessibility. We originally scan in greyscale in TIFF format and then convert to text searchable PDF’s.

OUTPUT

Seamlessly receive your files through various mediums such as DVDs, CDs, or hard drives. Moreover, Forensis has its own document management system, namely Myforensis.com,  that makes records management easy and efficient. Learn more about Myforensis.com

SECURE SHREDDING

If you so wish, your physical files are safeguarded by ForensiS for a span of 30 days, after which they undergo secure shredding to maintain absolute confidentiality. It is important to note that our shredding services is NAID certified.

FILE REQUESTS - SCAN ON DEMAND

Recognizing the importance of uninterrupted access, ForensiS is dedicated to a swift 2-hour response time for all your file requests. This eliminates business interruptions while we are performing the document scanning services for your files.

THE FORENSIS MISSION

Empowering Businesses Through Innovative Digital Services

At Forensis, our mission is centered on equipping businesses with state-of-the-art digital solutions and transformative applications. Our goal is to enhance your productivity, efficiency, customer service, and security, furnishing you with the essential resources to excel beyond your competitors. Embark on a journey of discovery with Forensis digital solutions, and propel your business to unparalleled heights.

(305) 757-9393

Forensis document scanning services is SOC 2 Compliant

COMMITMENT TO SECURITY

With a history of over two decades, Forensis is a reliable document imaging company that upholds rigorous security protocols and procedures, ensuring the safeguarding of our clients’ interests.

Our company proudly holds a prestigious SOC 2, Type 2 certification, independently verified by an accounting and auditing firm. This certification validates our commitment to providing top-notch solutions with a strong focus on security, availability, processing integrity, confidentiality, and privacy.

Our comprehensive evaluation covers essential aspects such as security management, written policies and procedures, physical and network security, user access management, system monitoring, and software development standards.

Click here for more information on SOC 2 Audits from the America Institute of CPA’s

Things to consider when you are looking for a vendor.

What type of insurance does the Miami document scanning company have?

Because document scanning companies are often handling confidential paper records, they must carry the right types of insurance, which includes, but is not limited to. Professional Liability Insurance, Errors and Omissions, Cyber Liability, and Valuable Papers Insurance. It is also important to see their Certificate of Insurance to see coverage amounts.

What type of security protocols does the scanning company have?

  • Have they ever gone through a SOC 2 Audit in the past? To learn more, visit American Institute of CPA’s information on SOC 2 Audits
  • If it is a medical project, are they HIPAA compliant, and HIPAA certified? Does the medical document scanning company have an updated Business Associate Agreement required by HIPAA?
  • Do they perform criminal background checks on employees? How often is this done? Can they provide documentation?
  • Will they provide you with their security procedures and protocols manual?
  • Do they have a disaster recovery plan in place?

Do they offer different pricing models?

Is the service bureau flexible in its pricing models? Do they offer pricing per page, per file, and per box for their document scanning services?

When considering pricing, review your paper documents to determine if many of them are printed on both sides (duplex). This is because if you are billed per page, this could potentially double your costs.  In such situations, we suggest inquiring about per-box pricing as an alternative.”

If you were to hire a Miami document scanning company, how do they handle Quality Control (QC)?

  • Do they look at every image to make sure it turned out ok, or do they just spot-check?
  • Do they also do this for the indexing information?
  • Do they separate the areas of production so that a different worker is working on a different
    step to check the work of the previous step (indexing, prepping, scanning, quality assurance/ quality control,
    output)?

What are your options after your scanning project is completed?

  • Does the document scanning company look at every image to make sure it turned out ok, or do they just spot-check?
  • Do they also do this for the indexing information?
  • Do they separate the areas of production so that a different worker is working on a different
    step to check the work of the previous step (indexing, prepping, scanning, quality assurance/ quality control,
    output)?

What DPI (Dots Per Inch) does the document scanning company scan at?

The recognized industry standard for high-quality images is 300 DPI (dots per inch). It’s essential to inquire with the scanning service provider whether they adhere to this 300 DPI standard. Some providers may opt for a quicker digitizing process at 240 DPI, but it’s important to note that this may compromise image quality and result in less accurate Optical Character Recognition (OCR) Click here to learn more about proper scanning resolutions.

Does the document scanning company include OCR service?

Most companies include in their price Optical Character Recognition (OCR), rendering your digital files to be text searchable. To learn more about OCR, click here!

Will they keep a back-up copy of your data if needed?

For backup redundancy purposes, ask whether they include securely storing a redundant copy for disaster recovery purposes. Also, ask how long they will keep the copy of the scanned images and metadata and how that information will be saved and secured.

How long have they been digitizing documents?

Before you make a decision regarding document imaging services, make sure that they have been in business for a while. Document scanning projects need to be done right the first time … because there often is no next time. Look at their history, whether they’ve been involved in any lawsuits and the types of companies they worked for in the past. The 3 reference rule is always a sound idea.

Will the Miami document scanning company offer references of other companies (similar to yours)?

The service provider you choose must have experience with dealing with a company or organization like yours. Most of the time, digital images are replacing their paper counterparts, so getting it right the first time is of the utmost importance! Moreover, having an organization that has a history with clients in your industry will help in making sure it is done as quickly and precisely as possible.

FORENSIS CLIENT SAMPLING

LEARN MORE ABOUT HOW WE CAN EMPOWER YOUR ORGANIZATION

WHY OUTSOURCE?

At first glance, the process of scanning files might appear straightforward. Feed the documents into a scanner, and voila – your files are digitized. However, delving deeper reveals a complexity that demands attention. Below, you’ll find essential information to factor in while seeking a document scanning company for your paper-related challenges.

 

Mastering the Learning Curve of Document Scanning Services

    Indexing Methodology: Crafting an effective naming convention for your files is crucial. A well-structured framework ensures your team can swiftly locate the information they need.
    Equipment Selection: Navigating the landscape of scanners, capture software, imaging computers, and backup services requires careful consideration. Determining the right tools and maintenance strategies is paramount.
    Quality Control: Ensuring the integrity of your scanned images and files is a cornerstone task. Establishing robust quality control procedures and protocols guarantees the accuracy of your digital records.

With over two decades of expertise in this field, Forensis possesses the insights to develop a tailored indexing system aligned with your business needs. We provide access to top-tier equipment that guarantees optimal quality, and we’ve implemented rigorous quality assurance measures. This ensures that your digital files are exact duplicates of their original counterparts.

Experience the freedom from:

  • Hiring Staff: No need to expand your workforce.
  • Training Staff: Eliminate the burden of training.
  • Managing Staff: Forensis handles the management.
  • Additional Staff Costs: Avoid incurring extra payroll expenses.

By opting for Forensis, you and your team can dedicate efforts to revenue-generating endeavors, leaving the document scanning services to us!

Achieve substantial savings by eliminating the need to invest in and maintain:

  • ImagingEquipment
  • Capture Software
  • Backup Server Equipment
  • Document Management Software/Hosting

Yearly, Forensis undertakes significant capital expenditures to ensure we remain equipped with the latest and most advanced document imaging technology and software.

Liberate your office space!

By outsourcing, you will not have to use valuable office space for these tasks. Instead, you can use expensive office space for revenue-generating initiatives. Free up storage space today with Miami Document Scanning Services

Top Quality is Paramount

In the realm of digitizing documents, precision is paramount. The implications of misplaced digital files or pages marred by inaccuracies can wreak havoc on a business. It’s imperative to establish comprehensive Quality Control procedures and protocols that not only mitigate errors but also uphold the integrity of your digital framework.

Benefit from our 20+ years of pioneering experience in the scanning industry. We’ve meticulously devised a multitude of quality control measures to safeguard each facet of the process – from indexing and preparation to scanning, OCR, and final output. Our commitment to precision sets us apart as industry leaders.

Learn more about all the benefits of document scanning services by taking a look at this article that shows the top 6 reasons

Pricing Options

At Forensis, we understand the importance of clear and transparent pricing for our document scanning services. Whether you have a small project or need to digitize extensive paper records, we offer flexible pricing options to meet your needs. Below, we’ll delve into how we structure our pricing based on the volume and complexity of your requirements.

OUR UNIQUE PRICING OPTIONS

At Forensis, we recognize that our clients have diverse document scanning requirements, which is why we offer a range of pricing models to cater to your specific needs. Our commitment to flexibility ensures you can choose the pricing structure that aligns perfectly with your document imaging project. Let’s explore the various pricing models we offer:

1. Pricing by the Page: Most scanning companies calculate project costs based on a per-page pricing model. This typically involves a fee per scanned image, along with an additional charge for indexing the files. This approach offers clarity and precision in pricing for clients who prefer a per-page basis.

2. Pricing by the File: Some of our clients, especially title companies and law firms, appreciate a per-file charge, particularly when their files are consistent in size. This model is advantageous as clients can potentially pass on the digital conversion and storage costs to their clients, creating an efficient cost recovery system.

3. Pricing by the Box: For clients who organize their paper documents into boxes, we provide a straightforward and easy-to-understand pricing model based on the number of boxes you need to scan. This approach simplifies cost estimation and aligns with the common practice of document storage using boxes.

4. Pricing by the Project: Although less common, some clients prefer a flat fee for the entire project. Forensis is well-equipped to accommodate such requests. This pricing model is especially beneficial for clients seeking comprehensive, all-inclusive Miami document scanning services.

Ready to revolutionize your document management? Contact us today for a quick quote for Miami document scanning services.  Let Forensis be your partner in your digital initiatives!

ForensiS Headquarters

4300 SW 73rd Ave Suite 103, Miami, Florida 33155
Toll Free – (866) 757-9393
mail@forensis.com

Hours:

Monday through Friday – 7:00AM to 11:00PM
Saturday – 9:00AM to 5:00PM
Sunday – Closed

 

REQUEST A QUOTE

Miami Document Scanning Services - Client Reviews

 

Gregg Pizzi
Gregg Pizzi
22:18 24 Feb 21
These guys are not only professional, knowledgable, and friendly; they pay attention to each detail. You can tell they... enjoy what they do, as they do it with a smile and on-time. It was seamless using their service, and it inspired confidence in my team. I would use them again in a heartbeat.read more
Jared Stevens
Jared Stevens
16:56 25 Nov 20
Working with Sergio and team at Forensis has been wonderful. I have dealt with other scanning vendors in the past and... have had nothing but problems. Forensis was 100% professional throughout the entire process. I could not be happier.read more
Lawrence Lampert
Lawrence Lampert
16:37 12 Nov 20
Had an emergency situation where I had to retrieve medical records and store them from a location closed abruptly while... I was out of state during the pandemic. I interviewed several companies and contracted with Sergio to digitize and then shred them. He sent a truck to pick them up immediately. His service was first class stress free, and he continues to accommodate my need to access records remotely until I get home. Everything from start to finish has been perfect including service, response times, the quality of his work. I highly recommend.read more
Kurt Hermanni
Kurt Hermanni
17:27 21 Aug 20
We have been using the services of this company for many years. As a law firm (HLLG) we are very impressed with their... professionalism and their ability to accommodate all requests. We love working with Sergio and feel that he is a true professional. We highly and without any hesitation recommend this company for all your scanning needs. Thank you!read more
Gira Medina
Gira Medina
06:17 03 Jul 20
I just love working with this company Forensis. They are professional efficient reliable. They are always available if... I need anything that has yet to be scanned. They troubleshoot any issues we may have very quickly.They are trustworthy and have great customer service. I highly recommend Forensis. Florida Title Professionals, Inc.read more
Raquel Lamberti
Raquel Lamberti
18:41 06 May 20
Forensis is my go-to service for everything scanning and copying. They are professional, fast, accommodating and... helpful. Chris H. goes above and beyond and is the utmost professional and helpful.read more
Betty Llorente
Betty Llorente
15:12 07 Mar 20
I have been a customer of Forensis since the moment i started my practice. I can't believe the efficiency they have... with regards to scanning files and provided access to our files. Not only has it saved me space but money. They are truly a class act of a company. Sergio and Chris are amazing at giving the customer service that is necessary. I would highly recommend them.read more
Deborah Hardt
Deborah Hardt
17:02 21 Feb 20
We used Forensis to scan old church documents and photos. I could not be happier with the service. From the initial... phone call to the final email they were fantastic. They helped with the collection of the materials - their couriers were great and they kept us up to date on the progress of the scanning. They made sure we were happy with how they were doing things and the final result was just what we had expected. They are organized, professional, friendly and efficient. I would definitely use them again and I would whole heartedly recommend them.read more
Ramiro UM
Ramiro UM
11:12 28 Nov 19
Helpful people helping everyone!
burton mars
burton mars
16:00 23 Apr 19
the staff were very helpful, courteous, and prompt to my needs I highly recommend using Forensis
Ryan Mahoney
Ryan Mahoney
13:43 17 Apr 19
Sergio and his team are wonderful people to work with and as a client I wish more vendors worked as efficient as... Forensis does. I've never had a problem that Sergio couldn't fix and he makes the process so simple it would be hard to not want to do business with him. If you ever need a document management company then you've found the right one!!!read more
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Summary
Miami Document Scanning Services
Service Type
Miami Document Scanning Services
Provider Name
Forensis,
4300 SW 73rd Ave., Suite 103,Miami,FL-33155,
Telephone No.305-757-9393
Area
Florida, USA
Description
Miami Document Scanning Services: Precision digitization, customized solutions, and enhanced accessibility. Transform your document management with security and efficiency for a seamless digital transition.