// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
DOCUMENT SCANNING
Professional Document Scanning Services You Can Trust
Secure, compliant, and affordable solutions for businesses of all sizes.
Our Document Scanning Services
At Emerald Document Imaging, we offer a full range of document scanning solutions designed to meet the needs of businesses across Long Island and New York City. Whether you need a one-time project or ongoing scanning support, our team is here to deliver fast, secure, and cost-effective results.
Backfile Conversion
Backfile Conversion
If you have years’ worth of paper records taking up space, our backfile conversion services can help. We securely scan and digitize your archived documents, making it easy to access and manage your historical records without the clutter or risk of paper storage.
Day-Forward Scanning
Day-Forward Scanning
Stay organized moving forward with day-forward scanning. We digitize new incoming documents as they arrive, helping your business maintain a clean, efficient, and fully searchable digital record system without missing a beat.
HIPAA & Legal Compliance
HIPAA & Legal Compliance
Medical Records Scanning
We assist healthcare providers in digitizing patient records, facilitating a smooth transition to Electronic Medical Records (EMR) systems. Our HIPAA-compliant scanning services ensure that sensitive patient information is handled with the utmost confidentiality and security. Learn More >
Human Resources Document Scanning
Our HR document scanning services help organizations manage employee records more effectively. By converting paper files into digital formats, we enable secure storage, quick retrieval, and compliance with employment regulations. Learn More >
Student Records Scanning
Educational institutions can rely on us to digitize student records, including transcripts, enrollment forms, and academic histories. This service enhances record accessibility and supports compliance with FERPA requirements. Learn More >
Loan Document Scanning
We provide scanning solutions for financial institutions and lenders, converting loan applications, agreements, and related documents into digital formats. This facilitates faster processing, improved organization, and secure storage. Learn More >
Accounts Payable Scanning
Our accounts payable scanning services streamline invoice processing by digitizing incoming bills and payment records. This enhances workflow efficiency and supports better financial management. Learn More >
Aperture Card Scanning
For organizations with legacy aperture card archives, we offer scanning services that convert these cards into high-quality digital images, preserving valuable information and freeing up physical storage space. Learn More >
Microfilm and Microfiche Scanning
Our specialized scanning services convert microfilm and microfiche records into digital formats, making historical documents easily accessible and searchable. Learn More >
Blueprint Scanning
We provide large-format scanning services for blueprints, architectural drawings, and engineering plans, delivering precise digital reproductions that are easy to store and share. Learn More >
Why Choose Emerald Document Imaging?
Choosing the right partner for document scanning is about more than just going paperless — it’s about trusting your most important information to experienced hands. Here’s why businesses across Long Island and New York City turn to Emerald Document Imaging:
Personalized, Local Service
As a Long Island-based company, we pride ourselves on building real relationships with our clients. You’ll work directly with a local team that understands your needs and is always just a call away.
Secure Handling and Compliance
From pickup to digital delivery, we follow strict security protocols to protect your sensitive information. Our services are fully HIPAA-compliant and designed to meet the privacy standards of industries like healthcare, legal, education, and finance.
Experienced Professionals
With over 25 years of experience in document management and digital transformation, our team knows how to handle projects of any size with accuracy, efficiency, and attention to detail.
Flexible Solutions for Your Business
No two organizations are the same. We tailor our scanning services to fit your workflows, whether you need help digitizing medical records, student files, loan documents, or historical archives.
Fast Turnaround Times
We understand that your time is valuable. That’s why we work efficiently to complete your scanning project quickly — without ever compromising quality or security.
How Our Document Scanning Process Works
We make it easy to transition from paper to digital — without disrupting your day-to-day operations. Here’s what to expect when you work with Emerald Document Imaging:
1. Free Consultation & Planning
We start by learning about your goals, timelines, and the types of documents you need scanned. From there, we design a customized plan tailored to your workflow, compliance requirements, and business needs.
2. Pickup & Project Implementation
Once your project workflow is established, we take care of everything: secure pickup and transport, meticulous document preparation, high-quality scanning, detailed indexing (by name, date, patient ID, etc.), and thorough quality control. We ensure your documents are digitized accurately and ready for seamless import into your software platform.
3. Secure Delivery & Integration
After scanning is complete, we deliver your digital files securely. If you don’t already have a document imaging or management system, we can help you find the right solution — including a free demo of a cloud-based document management platform or delivery of fully searchable PDFs on portable media.
How Much Do Document Scanning Services Cost?
We price our document scanning services on a per-image basis, and that rate includes everything — from secure pickup and document prep to scanning, indexing, and quality checks.
That said, a few factors can affect the final cost:
- Volume: The more pages you have, the lower the per-image rate tends to be
- Document condition: Staples, folds, or damaged pages can take a bit more prep time
- Indexing needs: The number of keywords or fields you’d like us to capture for easy searching
- Turnaround time: If you’re on a tight deadline, we’ll work to meet it — but that can sometimes affect pricing
We’re always happy to walk through your project with you and even start with a small sample job to make sure we’re aligned. That way, you get a quote that’s accurate, fair, and tailored to your needs.
Industries we Serve
Emerald Document Imaging provides secure, compliant document scanning services for organizations across a wide range of industries:
Healthcare
HIPAA-compliant scanning for patient records and medical files
Legal
Digitization of case files, contracts, and sensitive documents
Education
FERPA-compliant scanning for student records and transcripts
Finance & Accounting
Secure handling of loan documents, tax files, and invoices
Non-Profit
Employee record scanning and digital file management
Automotive
Scanning and document management for dealerships
What our clients are saying
Businesses across Long Island and New York City trust Emerald Document Imaging to handle their most important documents — securely, accurately, and on time.
Frequently Asked Questions
What are the benefits of using a document scanning service?
Document scanning helps your business reduce storage costs, stay compliant with data retention regulations, and eliminate the inefficiencies of managing paper files. Once scanned, your documents are indexed and organized by key identifiers — like names, dates, or account numbers — making them instantly searchable. This not only improves access and security, but also saves time across your entire team.
How much do document scanning services cost?
The cost of document scanning depends on several factors, including the number of pages, document condition, indexing requirements, and the turnaround time. After a free consultation, Emerald Document Imaging will provide a customized quote tailored to your project.
How long does the scanning process take?
Project timelines vary based on document volume and specific requirements. Small projects can be completed within a few days, while larger or more complex jobs may take a few weeks. We’ll give you a clear timeline during the consultation process.
How do I prepare my documents for scanning?
Simply gather your documents as they are. Our team will handle the rest, including removing staples, paper clips, and bindings, as well as repairing any damaged pages to ensure optimal scan quality.
Is my information safe during the scanning process?
Yes. Security is a top priority at Emerald Document Imaging. We follow strict chain-of-custody procedures, use secure transportation, and implement quality control measures at every step to protect your sensitive documents. Our services are fully HIPAA-compliant and designed to meet privacy standards across multiple industries.
What file formats can I receive after scanning?
We offer flexible output options based on your needs. Most clients choose fully searchable PDF files, but we can also deliver TIFF, JPEG, or custom formats compatible with your document management system.
Do I need a document management system to work with you?
No, you don’t. If you already have a document management system, we’ll deliver your files ready for import. If you don’t, we can help you explore options, including a cloud-based document management solution with a free demo.
Ready to Go Paperless?
Whether you’re scanning decades of archives or just getting started with digital records, Emerald Document Imaging makes the process simple, secure, and stress-free.
Let’s talk about your project — we’ll provide a free quote and answer any questions.
Or give us a call at (631)-435-2900
