VDOCS Document Scaning Services

Secure, Smart & Stress-Free Document Scanning Services

Protect your business, save time, and access your records instantly with Florida’s trusted scanning partner

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20+ Years of Excellence in Florida | All Inclusive Pricing | No Hidden Fees

Since 2004, we've combined Stefan's systems engineering expertise with Anabella's healthcare and education background to create document management solutions that actually work. Stefan brings 30+ years of enterprise experience and quality control precision, while Anabella's journey from education to nursing brings real-world understanding of how people actually use documents under pressure.

We know what it feels like when you can't find that crucial document—and we've built our entire approach around making sure that never happens to you.

Frequently Asked Question VDOCS

Why VDOCS

Why Businesses Choose VDOCS?

💰 All-Inclusive Pricing

One fixed price per page includes pickup, preparation, scanning, OCR, delivery, and secure disposal. No surprises.

🏥 HIPAA Compliant

Anabella's healthcare background ensures bulletproof security and industry compliance for medical records.

🔍 Superior OCR Technology

Stefan's engineering precision creates fully searchable PDFs that work when you need them most.

🚚 Full-Service Convenience

We handle everything from pickup to delivery, so you can focus on what matters most.

Get Started with VDOCS

How It Works (Simple 3-Step Process)

1. 🚚 We Pick Up or Receive Your Files

Drop them off or schedule secure pickup.

2. 🔍 High Quality Scan, in Color, B/W

Each page is cleaned, indexed, and converted into searchable PDFs.

3. 🏥 You Get Secure Access

Choose FlashDrive, Dropbox, Google Drive, or OneDrive delivery.

Our Customers

Who We Help

Law Firms & CPAs → Fast retrieval for cases, tax audits, and compliance.
Medical & Dental Offices → HIPAA-secure digital charts and x-rays.
Small Businesses → Eliminate storage costs, speed up daily work.
Government & Nonprofits → Preserve records, meet public record laws.
Families & Archives → Protect photos, letters, and legacy documents.

What Customers Say about VDOCS ..

Medical Records

Very easy to work with. VDOCS converted all our Medical Records.
Thank you

A.W.

Photo Scanning

Great service and extremely fast results! We needed several small photos scanned then digitally enhanced for larger printing. The results were amazing and provided us with great images for us to print and frame for our client. They also were impressed with the results. We highly recommend VDOCS for all your scanning and digital needs. Thanks again!

R & S

Blueprint Scanning

The Blueprints came out better than the originals. Easy to find with Bookmark Indexing

T.H.

Receipt Scanning

Their service is excellent, fast & friendly! As a small business owner always looking for the best way to to get receipt information into Quickbooks the scanning they provide is a lifesaver! A+

M.F.

Medical Records / EMR

I have brought VDocs in to many practices I have consulted with and worked at in the past for years. Their knowledge and ethics are unsurpassed. My clients have saved thousands of dollars by utilizing their services prior to implementation of EMR by proper planning and routing of documents and have benefited by never being caught in a position that they do not have their own data. They have saved clients from disasters, storage problems, legal problems and medical neglect. PRICELESS!

M.S.

Bates Stamping Software and Service

If I could I'd give it more stars, but that is all they allow. I needed a bate stamping program that would work for me and my office that would allow more than basics. This bate stamping program, through Vdocs is just that. I have had some questions and adjustments, the company listened to my needs and tweaked the program to help me make the most of the bate stamping program. I WOULD HIGHLY recommend this program to anyone interested in bate stamping.

D.H.

Photo Slide Scanning

Great experience with Stefan and VDOCS helping my relative scan 1000+ old family photos. Good communication and efficient turnaround, with photos digitized on to usb drive and in to the cloud for sharing with other family members. Would work with VDOCS again!

T.O.

Typewritten Manuscript

Very positive experience. I had an old typewritten manuscript of several hundred pages I needed converted to a PDF and Word doc. Stefan was a pleasure to work with. Employs the latest technologies, fast, professional.

C.P.

Medical Records

Thank you this was such an easy, streamlined process and I'm very pleased with the results. Thanks for your help!

K.N.

VDOCS vs. Others...

SERVICE	VDOCS	Others
Document Pickup	✓ Included	Extra, TBD
Document Preparation	✓ Included	Extra, TBD
OCR & Searchable PDFs	✓ Included	Extra, TBD
Audit Reports	✓ Included	Extra, TBD
Secure Document Destruction or Return	✓ Included	Extra, TBD

Next Step

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Schedule your Document Pickup

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How VDOCS supports your Business

Supporting your Industry

Document Scanning Services

Since 2004 supporting customers in Legal, Manufacturing, Health Care, Construction, Government, Real Estate Insurance, Accounting, Individuals, ...

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Medical Records Scanning

Reliable and Quality Conversion of your Medical Records, following HIPAA Privacy Processes.

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BluePrint, Wide Format Scanning

Large Format Document Scanning and Conversion, Scanning Services in Black & White and Color

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Photo, Slides, Negative Scanning

Save your Treasures with VDOCS. Highest Resolution scanning for Photos, Negatives and Slides

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On-Site Scanning Services

Convert your on-site scanning project with peace of mind. VDOCS has over 20 years experience

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Document Workflow Automation Software

OCR Software
Workflow Automation
Bates Stamp Software
Custom Develpments

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FAQ - Frequently Asked Questions

General Questions

What is VDOCS?

VDOCS is a document scanning and digitization company that has been operating since 2004. We transform paper documents into searchable, accessible digital assets using high-quality scanning services and superior OCR technology. We serve customers across various industries including Legal, Manufacturing, Healthcare, Construction, Government, Real Estate, Insurance, Accounting, and individuals.

What makes VDOCS different from other scanning services?

VDOCS offers complete scanning services with fixed-price-per-scan that includes all services—no hidden fees or surprise expenses. Our comprehensive service includes pickup, inventory, document preparation, scanning, OCR conversion, file delivery, audit reports, and document return or certified shredding.

What industries do you serve?

We provide specialized solutions for:

Legal and litigation
Healthcare and medical records
Manufacturing and construction (blueprints)
Government agencies
Real estate and insurance
Accounting firms
Individual consumers

Scanning Services

What types of documents can you scan?

We scan various document types including:

Standard paper documents
Medical records (HIPAA-compliant)
Legal documents and case files
Blueprints and large-format drawings
Photos, negatives, and slides
Email archives (PST files)

What is included in your scanning service?

Our fixed-price scanning includes:

Document pickup (minimum order required)
Inventory of records
Document preparation (staple removal, etc.)
Color and black & white scanning
Conversion to full-text searchable PDF files with OCR
Blank page elimination
Image orientation correction
File delivery
Detailed audit report
Document return or certified shredding

Do you offer on-site scanning?

Yes, we provide on-site scanning services where we set up temporary scanning operations at your location. This gives you complete control over your documents while benefiting from our 20+ years of experience.

What resolution do you use for scanning?

Documents: 300–600 DPI color and B/W; high-resolution capture that preserves detail
Large format / blueprints: up to 400 DPI in black & white and color
Photos: 1,200 DPI producing 4K scans (up to ~7K–10K) with image correction and orientation
Slides & negatives: 6,400 DPI

Is your service HIPAA compliant?

Yes, our medical records scanning service follows HIPAA privacy processes and can integrate with EMR/EHR systems.

Pricing and Process

What is the cost of document scanning?

We offer fixed-price-per-scan pricing that includes all services. There are no hidden fees or surprise expenses—everything is included in our custom cost-per-page price. You receive detailed audit reports with specifics about your project for complete transparency and accountability. Note: For on-site scanning at your location, there is an additional fixed daily expense.

How do I get a quote?

Click the red Contact button for an email inquiry
Text or call us at 727-501-9800
Let’s discuss how our document scanning services support you

What is your minimum order requirement?

We have a minimum order requirement for our pickup service. Please contact us for specifics based on your project size.

Do you provide pickup and delivery?

Yes, pickup and delivery are included in our service (minimum order required). We also offer document return or certified shredding upon completion.

Getting Started

How do I begin a project with VDOCS?

To receive a free quote:

Click the red Contact button on the website
Text us at 727-501-9800
Call 727-501-9800 or 855-501-9800

What information do I need to provide for a quote?

To provide an accurate quote, it's helpful to know:

Type and volume of documents
Desired output format
Any special requirements (indexing, integration, etc.)
Timeline for completion
Whether you need pickup service
Texting a picture of your documents helps us understand your needs

How fast can you complete my project?

Turnaround depends on project size. Small jobs may take just a few days. Large-scale bulk scanning can be scheduled in phases to minimize disruption. We’ll provide a clear timeline during project discussion to meet your timeframe.

Do I need to prepare my documents before scanning?

Physical preparation: No. We remove staples, repair tears, and handle other prep to ensure the best scan quality—this is included in our price.
Indexing & file naming: Yes, please provide clearly labeled instructions for how we should name and organize files.

Technology and Software

What scanners do you use?

VDOCS uses the best scanner for the specific document needs, for both color and B/W originals:

Documents: High-quality production scanners with flatbed capabilities, up to 1,200 DPI
Photos, slides, negatives: High-quality photo flatbed scanners, up to 6,400 DPI
Wide format engineering scanners: up to 400 DPI for drawings

Can you make my documents searchable?

Yes. We use superior OCR to create full-text searchable PDF files while keeping file sizes small. We also OCR wide-format blueprints and can create PDF bookmarks for easy navigation.

What is PDF bookmarking?

VDOCS offers bookmarks in your documents, medical records, legal files, and sets of engineering drawings. Bookmarks in a PDF act like a built-in table of contents. They appear as a sidebar in most PDF viewers so you can click and jump directly to a section, chapter, or file without scrolling.

File Format and Delivery

What file formats do you provide?

We deliver in formats tailored to your integration needs:

Documents: Full-text searchable PDF (primary), color and B/W, optional bookmarking
Photos: JPG or TIFF
Blueprints: Full-text searchable PDF, JPG, or TIFF; we can also create vector-based drawings

How do I get my scans?

File delivery is included. Choose FlashDrive, Dropbox, Google Drive, OneDrive, or your preferred file-sharing option. All files are indexed, organized, and searchable.

Can you integrate with existing systems?

Yes, we offer integration with:

Document management systems
EMR/EHR systems for medical records
Case management systems for legal documents
Various other business systems

Do you scan blueprints and wide-format drawings?

Yes, we specialize in blueprint and wide-format scanning, including:

Quality scanning of blueprints and large-format drawings
Indexing and bookmarking services
Both black & white and color options

Can you scan photo collections?

Yes, our photo scanning service includes:

High-resolution scanning (1,200 DPI and higher), resulting in 4K up to ~7K–10K images
Photo correction and enhancement
Indexing and proper orientation
Scanning of negatives and slides at up to 6,400 DPI

What about fragile photos, old letters, or damaged files?

Yes. We use flatbed photo scanners and archival methods to safely digitize delicate materials. Each image is carefully cleaned and captured at archival quality.

Do you handle legal document scanning?

Yes, we offer specialized legal and litigation scanning services including:

Case file scanning and indexing
Bates stamping
Re-stapling and re-organizing records after scanning to their original order
Loading files into case management systems
eDiscovery support

Can you convert email archives?

Yes, we offer PST/email conversion services to produce searchable PDFs for easier archiving and retrieval.

Security and Compliance

How do you ensure document security?

We maintain strict security protocols throughout the scanning process, including secure handling, processing, and delivery of your documents. For medical records, we follow HIPAA requirements. Some customers ask us to disconnect scan stations from the network; after processing, we use DoD-grade electronic file shredding software to remove temporary images from local storage.

What happens to my original documents?

It’s your choice. After scanning, you can have original documents returned to you, or have them certified shredded—according to your preference.

Do you provide audit reports for billing?

Yes, we provide detailed audit reports that include specifics about your scanning project, ensuring complete transparency and accountability. Billing is based on the final page count per the audit report—no hidden costs.

Software Solutions

What is autoINDEX > autoFILER?

Automate your document capture, indexing, and filing:

Automated document capture from scanners and multifunction devices
Custom indexing fields for organization
Full-text searchable PDF conversion
Automatic creation of PDF bookmarks
Automated filing to desired locations

What is VDS (VDOCS Document Search)?

A locally hosted AI LLM and PDF keyword search for your locally stored PDF files—no cloud access, keeping your records safe.

Find information, trends, and insights across your records
Open PDFs directly to pages containing keywords
eDiscovery and electronic forensics capabilities

What does PDF Page Counter do?

Analyze document collections
Identify document names, sizes, and page counts
Generate Excel reports for analysis

What is PDF Bates Stamper for?

Batch processing for high-volume legal needs:

Batch processing for thousands of documents
Automated Bates stamping workflows
Enhanced document management and legal compliance

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Schedule your Document Pickup

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Call / Text : 727-501-9800