Digitizing 2.1 Million Pages for a San Diego Counseling & Treatment Organization

Digitizing 2.1 Million Pages for a Counseling and Treatment Organization in San Diego.

Client:

A San Diego-based Counseling and Treatment Organization that provides critical mental health and support services for the community.

Challenge:

The organization had 400+ boxes of patient records and administrative documents, totaling approximately 1.8 million pages, stored in their facility. Managing paper records presented several challenges, including:

❌ Time-consuming manual searches for patient and case files.
❌ Storage limitations due to extensive physical file cabinets.
❌ High risk of document loss or deterioration over time.
❌ Security concerns related to handling sensitive patient information.

They needed a cost-effective and secure way to digitize their records while ensuring quick and easy file access for their staff.

Solution:

We provided a comprehensive scanning and digitization service, which included:

✅ Secure Transportation: We carefully transported all 600+ boxes to our secure scanning facility.
✅ Document Preparation: Our team removed staples, paper clips, and any obstructions to ensure efficient and smooth scanning.
✅ High-Speed Scanning: We scanned 2.1 million pages into fully searchable PDF files, making it easy to locate specific records with a simple text search.
✅ Indexing & Organization: Each document was categorized and indexed, allowing staff to retrieve files instantly.
✅ Secure Digital Access: The digitized files were uploaded to our secure file repository, allowing authorized staff to search, view, and download records from any device.
✅ Certified Document Shredding: Once digitized, the physical documents were securely shredded, ensuring compliance with privacy regulations.

Results & Benefits:

📌 Fast & Easy File Retrieval: Staff can now search for and access records instantly, saving hours of manual searching.

📌 Reduced Physical Storage: By eliminating 400+ boxes of documents, the organization reclaimed valuable storage space for more productive use.

📌 Cost Savings: The manual process of retrieving, copying, and filing records was completely eliminated, reducing labor costs.

📌 Increased Security & Compliance: Digital files are securely stored with encryption, access control, and backups, ensuring confidentiality and compliance with healthcare regulations.

📌 Eco-Friendly Solution: By digitizing and securely shredding paper records, the organization reduced paper waste and improved sustainability efforts.

Client Feedback:

The Counseling & Treatment Organization was thrilled with the results. They now have instant access to patient files without the burden of physical storage. Their new digital system has drastically improved efficiency, security, and document management.

📌 Looking to transform your document management process? Contact us today for professional scanning and secure file storage solutions!