VDOCS Document Scanning | Indexing | Software
Frequently Asked Question
About VDOCS
What is VDOCS?
VDOCS is a document scanning and digitization company operating since 2004. We transform paper documents into searchable, accessible digital assets using high-quality scanning and superior OCR. We serve Legal, Manufacturing, Healthcare, Construction, Government, Real Estate, Insurance, Accounting, and individuals nationwide from Tampa Bay, Florida.
What makes VDOCS different from other scanning services?
We provide complete scanning services with fixed-price-per-scan that includes all services—no surprise expenses. Our package includes pickup, inventory, document prep, scanning, OCR conversion, file delivery, audit reports, and document return or certified shredding. Our founders combine Stefan’s systems engineering background with Anabella’s healthcare experience—20+ years of excellence in every project.
What industries do you serve?
- Legal and litigation
- Healthcare and medical records (HIPAA-compliant)
- Manufacturing and construction (blueprints & large format)
- Government agencies
- Real Estate and insurance
- Accounting firms
- Individual consumers
Document Scanning Services
What types of documents can you scan?
- Standard paper documents of all sizes
- Medical records and patient charts
- Legal documents and case files
- Blueprints & large format drawings (up to 72 ft long)
- Engineering & architectural drawings
- Photos, negatives, and slides
- Email archives (PST files)
- Maps, surveys, and permits
- Historical and fragile documents
What is included in your complete scanning service?
- Document pickup (minimum order required)
- Complete inventory of records
- Document preparation (staple removal, repair, etc.)
- Color & black-and-white scanning (matching originals)
- Conversion to full-text searchable PDF with OCR
- Blank page elimination
- Image orientation correction
- File delivery via your preferred method
- Detailed audit report
- Document return or certified shredding
What scanning quality do you provide?
Professional-grade scanners & automation:
- Documents: 300–600 DPI
- Large format / blueprints: 400 DPI (above 300 DPI industry norm)
- Photos: 1,200 DPI (4K–10K results)
- Slides/Negatives: 6,400 DPI
Specialized Services
Medical Records Scanning
HIPAA BAA; 20+ years of experience; 3-step process (packing/pickup, scanning with QC, secure delivery); bookmarked PDFs; chart prioritization; EMR/EHR-ready files with custom indexing.
Legal Document Scanning
Full legal & litigation services; conversion to searchable PDF and/or load files; eDiscovery support; Bates numbering/stamping; re-stapling and reorganization to original order.
Blueprint & Large Format Scanning
Engineering, construction, architectural plans; CAD, maps, surveys, aerial photos; 400 DPI; OCR for typed horizontal text (8pt+); straightening, cleanup, orientation fixes; bookmarked PDFs, indexed by drawing number.
Photo Scanning Services
Ultra Clarity HD: 1,200 DPI standard (up to 6,400 DPI); flatbed only (no rollers); loose photos, album pages, slides/negatives (35mm, 126, 127, 110); color correction, dust removal, proper orientation; sizes 1"×1" to 11.6"×17".
On-Site Scanning
We bring equipment and trained personnel to your location when documents can’t leave the facility; same quality as our production center; maintain control & security; immediate access during processing.
Pricing and Process
How much does document scanning cost?
Transparent, fixed-price-per-scan (no hidden fees):
- Standard documents: custom per project
- Medical records: ~$0.05–$0.12 per image (most $0.05–$0.09)
- Blueprints: $1.00–$2.50 per document (size-dependent)
- Photos: $0.40 loose; $0.50 album sleeves; $1.25 slides/negatives
- Minimum order: $50
What is your minimum order requirement?
We have a minimum order for pickup service. Contact us for details based on your project size.
How do I get a quote?
Click the Red Contact button, text 727-501-9800, or call 727-501-9800 / 855-501-9800.
Helpful details: document types & volume, output format, special requirements, timeline, pickup needs—photos of documents help us estimate.
Helpful details: document types & volume, output format, special requirements, timeline, pickup needs—photos of documents help us estimate.
Technology and File Formats
What file formats do you provide?
Primary: searchable PDF with OCR.
Other: TIFF, JPG, eDiscovery load files; vector conversions for blueprints; integration-ready formats for DMS.
Other: TIFF, JPG, eDiscovery load files; vector conversions for blueprints; integration-ready formats for DMS.
Can you make my documents searchable?
Yes—superior OCR creates compact, full-text searchable PDFs. We also OCR large-format blueprints and add PDF bookmarks for easy navigation.
What is PDF bookmarking?
Bookmarks act like an in-PDF table of contents (visible in the sidebar). Click to jump to sections—ideal for documents, medical charts, legal files, and drawing sets.
File Delivery and Integration
How do I receive my scanned files?
Delivery included—choose Flash Drive (free), Dropbox, Google Drive, OneDrive, your file-sharing option, or direct DMS integration. All files are indexed, organized, and searchable.
Can you integrate with existing systems?
Yes—integrations for DMS, EMR/EHR, legal case management, and other business systems.
Security and Compliance
How do you ensure document security?
Secure handling, processing, and delivery; HIPAA compliance for medical records; complete chain-of-custody tracking; optional network disconnection and DoD electronic file shredding when required.
What happens to my original documents?
Your choice: originals returned or certified shredding. Certificate of Destruction provided when completed.
Do you provide audit reports?
Yes—detailed audit reports listing file names, page counts, and sizes for all scanned records—full transparency and no hidden costs.
Project Timeline and Support
How fast can you complete projects?
Small jobs may take a few days; large projects can be phased to minimize disruption. Rush service available (+$25). On-site timelines are customized to your needs. Our staff can work around the clock to meet deadlines.
Do you handle rush projects?
Yes—we accommodate rush schedules and adjust staffing to meet urgent requirements.
Software Solutions
What software solutions do you offer?
- autoINDEX > autoFILER: automated capture, indexing, filing
- VDS (VDOCS Document Search): local AI + PDF keyword search
- PDF Page Counter: analyze collections & generate Excel
- PDF Bates Stamper: batch Bates stamping for legal
Getting Started
How do I begin a project with VDOCS?
Contact us for a free quote via the Red Contact button, text 727-501-9800, or call 727-501-9800 / 855-501-9800. For photos, try our free service (send 20–30 favorites with prepaid return). Discuss needs, schedule pickup or delivery, and receive progress updates throughout.
Do I need to prepare my documents before scanning?
Physical prep: No—staple removal, tear repair, and organization are included.
Organization: Please provide clear labels for file naming and folder structure.
Organization: Please provide clear labels for file naming and folder structure.
What information should I provide for an accurate quote?
Type & volume of documents, condition, desired formats, indexing/organization needs, deadline, pickup needs, and any special requirements. Photos of your documents help us estimate quickly and accurately.
