Ongoing vs. One-Time Scanning Projects: Which Is Right for You?

Ongoing vs. One-Time Scanning Projects: Which Is Right for You?

Document Scanning| Productivity| Operational & Strategic
May 20, 2025•2 min read

Ongoing vs. One-Time Scanning Projects: Which Is Right for You?
By USA IMAGING, Inc.

Whether your office is packed with file cabinets or you're buried in a constant flow of incoming paperwork, document scanning offers a way out. But the real question isn’t if you should digitize—it's how.

At USA IMAGING, Inc., we work with organizations across San Diego to tailor document scanning services that fit their needs. For some, a one-time bulk project is perfect. For others, an ongoing, subscription-based scanning plan is the smarter choice.

Here’s a side-by-side breakdown to help you decide which option is right for your business.

📦 One-Time Scanning Projects

Best for:

  • Cleaning out long-term file storage

  • Office downsizing or relocation

  • Preparing for audits, litigation, or digital migration

  • Projects with a defined start and end date

How It Works:
We scan all of your archived paper records—boxes, binders, and cabinets—in a single, focused project. You receive digital files (searchable PDFs), organized by your preferred structure.

Benefits:

  • Quick, cost-effective digitization

  • Eliminates backlogs and frees up space

  • Ideal for historical or compliance-related projects

  • Simple pricing and predictable timeline

🔄 Ongoing Scanning Services (Subscription Model)

Best for:

  • Businesses with continuous incoming paperwork

  • Healthcare, legal, education, and government offices

  • HR and accounting departments

  • Organizations moving toward paperless operations

How It Works:
We pick up your documents on a weekly, monthly, or custom schedule. Your documents are prepped, scanned, OCR’d, and delivered securely—so your digital archive stays current.

Benefits:

  • Continuous digitization without falling behind

  • Improved workflow and real-time access to files

  • Scalable service as your organization grows

  • Consistent billing and support

  • Great for compliance and audit readiness

🧠 Which One Fits You?

Document Scanning

📁 Still Not Sure?

Some organizations benefit from a hybrid approach—tackling the backlog now, while setting up a schedule for new documents going forward.

At USA IMAGING, Inc., we offer custom scanning plans tailored to your business goals, file volume, and compliance needs—whether it’s a one-time job or a long-term partnership.

📞 Contact us today for a free consultation and discover the most efficient scanning solution for your team.

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