Chain of Custody in Document Scanning: How We Ensure Secure Handling from Pickup to Delivery
By USA IMAGING, Inc.
When it comes to digitizing sensitive documents, security is everything. Whether you're scanning legal files, patient records, financial documents, or government archives, your data must be protected at every step.
At USA IMAGING, Inc., we follow a strict chain of custody process to guarantee that your information remains safe, confidential, and trackable—from the moment it leaves your office to final delivery in digital format.
Here’s what our secure document scanning workflow looks like:
🏢 1. Secure Pickup
Every project starts with a scheduled pickup by our trained staff. We:
Label and inventory all boxes before transport
Use sealed, barcoded containers or locked bins when required
Provide a signed receipt confirming custody transfer
Transport directly to our facility in marked company vehicles
You always know where your records are—and who has them.
🛡️ 2. Controlled Access Facility
Once at our scanning center:
All documents are stored in a secure, access-controlled area
Only authorized personnel can handle your files
Our building is equipped with 24/7 video surveillance and alarm monitoring
Visitor access is restricted and logged
We maintain physical and digital safeguards to protect your documents from unauthorized access.
🧹 3. Pre-Scan Preparation & Tracking
Each box and file is tracked throughout the scanning process using our internal chain-of-custody system. During document prep, we:
Remove staples and fasteners
Flatten and repair pages as needed
Log document condition or any discrepancies
All work is performed in secure zones with no external exposure.
🖨️ 4. High-Security Scanning & Indexing
Our team scans your documents using high-speed, high-resolution scanners. Files can be:
OCR processed (searchable text)
Indexed by folder, client, or document type
Named to your specification
Reviewed for quality before delivery
Each digital file is checked for accuracy and alignment with your instructions.
🔒 5. Secure Delivery of Digital Files
Your digital documents are returned through encrypted methods, including:
Encrypted USB drives
Password-protected cloud links
Direct upload to your secure portal
You choose the delivery format that best fits your data security policies.
🗃️ 6. Post-Scan Options
Once scanning is complete, you have choices:
Return your originals via secure transport
Store them at our facility (short-term or long-term)
Shred them securely with a certificate of destruction
You maintain full control of your original documents until final disposition.
🔁 Peace of Mind, Built In
Chain of custody isn’t just a buzzword—it’s the backbone of everything we do at USA IMAGING, Inc. From pickup to delivery, we maintain complete transparency, accountability, and security to protect your business and your clients.
📞 Contact us today to schedule a secure document scanning consultation.
