Your Documents Stay Safe - We Come to You
20+ Years of On-Site Scanning Experience Throughout Florida
serving Orlando, Deltona, Kissimmee, Poinciana, Pine Hills, Sanford, Saint Cloud, Horizon West, Apopka, Ocoee, Winter Garden, Ormond Beach, Winter Springs, Deland.
Since 2004, VDOCS has brought our complete document scanning operation directly to customers across Florida when security, confidentiality, or logistics require it. Stefan's systems engineering background ensures every on-site setup runs smoothly, while Anabella's healthcare experience understands the critical importance of maintaining document control.
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Call / Text : 727.501.9800
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When You Need On-Site Scanning
- Legal/Compliance Requirements: HIPAA-protected medical records, attorney-client privileged documents, or government contracts requiring on-premises processing
- High-Security Documents: Financial records, proprietary blueprints, or confidential business information that cannot risk transport
- Irreplaceable Originals: Century-old architectural drawings, historical documents, or one-of-a-kind materials too valuable to move
- Operational Continuity: Large active file systems where removing documents would halt daily operations
- Immediate Access Needs: Records that staff must reference during the scanning process
Volume Logistics: Projects so large that boxing and transport would be impractical or disruptive - The Boss wants it done on-site
Our Complete On-Site Setup
- Professional Equipment: High-speed production scanners, color-capable large format scanners, and backup equipment
- Mobile Workstations: Laptops, servers, and networking equipment for immediate processing and quality control
- Experienced Team: Trained scan operators, quality control specialists, and project managers
- Security Protocols: Secure data handling procedures and confidentiality agreements
- Flexible Scheduling: Work around your business hours, including evenings and weekends if needed
- Complete Infrastructure: Power management, network setup, and workspace organization at your location
Same VDOCS Quality, At Your Location
- Identical Equipment: Same professional-grade scanners we use at our Tampa facility, not portable consumer models
- Proven Processes: 20+ years of quality control procedures, document handling protocols, and error prevention systems
- Full Service Capability: Document preparation, OCR processing, indexing, bookmark creation, and file formatting
- Quality Assurance: Real-time image validation, orientation correction, and blank page removal
- Digital Delivery: Secure file transfer, cloud integration, or your preferred delivery method
- Audit Trail: Complete documentation of all scanned materials and processing steps
The Trade-Off: Cost vs. Control
- Higher Investment: On-site scanning typically costs significantly more due to equipment transport, setup time, and travel expenses
- Maximum Security: Your documents never leave your premises, eliminating transport risks and maintaining the chain of custody
- Immediate Access: Staff can retrieve and reference documents during the scanning process without delays
- Operational Control: You dictate the schedule, access, and handling procedures throughout the project
- Compliance Confidence: Easier to maintain regulatory compliance when documents stay within your controlled environment
- Peace of Mind: Worth the extra cost when document security, irreplaceability, or operational continuity is paramount
When is the extra cost justified?
If losing, damaging, or having unauthorized access to your documents would cost more than the on-site premium, then on-site scanning is your smart choice.
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Call / Text : 727.501.9800
VDOCS Onsite Scanning serving in Orlando, Deltona, Kissimmee, Poinciana, Pine Hills, Sanford, Saint Cloud, Horizon West, Apopka, Ocoee, Winter Garden, Ormond Beach, Winter Springs, Deland.
General Information
What are on-site scanning services?
VDOCS on-site scanning services involve bringing our professional equipment, trained personnel, and complete document conversion system directly to your location. We handle the entire process from document preparation and scanning to indexing, file conversion, and document filing — all at your facility.
What types of documents can be scanned on-site?
We can scan various document types including:
- Wide format drawings and blueprints
- Medical records
- Legal records
- Business documents
- Photos
- General office documents
Where do you provide on-site scanning services?
Most of our on-site scanning projects have been in Florida, though we can arrange for remote on-site projects at other locations depending on your needs.
Service Details
What equipment do you bring?
VDOCS supplies all necessary equipment including:
- Professional-grade scanners
- Computers and software
- Document preparation tools
- Complete scanning and conversion systems
- We use the same equipment and processes at your location that we use at our conversion center
Do you provide trained personnel?
Yes. We provide experienced, trained scan operators skilled in scanning blueprints, medical records, legal records, photos, and general office documents.
What's included in the complete service?
Our turnkey on-site service includes:
- Document preparation
- Professional scanning
- Indexing and organization
- File conversion
- Document filing and organization
- All required hardware and software
- Trained personnel
Pricing and Project Considerations
How is on-site scanning priced?
On-site scanning pricing is based on factors such as:
- Project duration
- Document volume
- Indexing requirements
- Document preparation needs
- Project complexity
Is on-site scanning more expensive than off-site?
Yes. On-site scanning is generally more expensive than off-site scanning due to logistics, equipment transport, and setup requirements.
Advantages and Benefits
What are the main advantages of on-site scanning?
- Document control: You maintain complete control at all times
- Security: Ideal for confidential documents that cannot leave your facility
- No boxing required: Documents are retrieved directly from storage
- Immediate access: Quick access during scanning
- Custom timeline: Teams are set up to meet your turnaround needs
When should I choose on-site scanning over off-site services?
On-site scanning is recommended when:
- Documents cannot leave your facility for security or compliance reasons
- You need constant access to documents during conversion
- Documents are too sensitive or valuable to transport
- You require immediate access to documents while scanning is in progress
Project Management
How quickly can you set up an on-site scanning project?
VDOCS can quickly deploy an on-site team, eliminating your need to purchase equipment, hire staff, or manage technical conversion tasks.
What about turnaround time?
We customize our scanning setup to meet your turnaround requirements. Working on-site allows immediate access to converted documents as they’re processed.
Do I need to prepare documents in advance?
No. Our team handles document preparation as part of the service, retrieving documents from your storage locations as needed.
Getting Started
How do I request a quote for on-site scanning services?
Contact VDOCS to discuss your requirements:
• Click the Contact button on the website
• Text us at 727-501-9800
• Call 727-501-9800 or 855-501-9800
• Click the Contact button on the website
• Text us at 727-501-9800
• Call 727-501-9800 or 855-501-9800
What information should I provide for an accurate quote?
For accuracy, please provide:
- Types of documents
- Estimated volume
- Required completion timeline
- Indexing/organization needs
- Special handling or security requirements
- Your facility location and setup constraints
