What types of documents can you scan?

We can digitize most standard paper documents, including:

• Case files

• Client or program files

• Administrative records

• HR files

• Housing and property records

• Multi-page packets, stapled or clipped documents

• Mixed-size documents (letter, legal, and specialty sizes)

We’ll review any non-standard materials during intake.

Do you scan confidential or sensitive documents?

Yes. Most records we handle are sensitive in nature.
All documents are processed in a controlled workspace with restricted access, and digital files are processed and stored locally unless a specific cloud workflow is requested.

Can you scan mixed paper sizes or damaged pages?

Yes. Mixed paper sizes are common, and we adjust settings to ensure readability.
Lightly damaged, wrinkled, or aged documents can generally be scanned with no issue. We will discuss any heavily damaged or irregular materials during intake.

Do you provide OCR to make files searchable?

Yes. OCR is available for all digitized PDF files.
OCR works best on printed or typed text; block-printed handwriting may be recognized in some cases, while cursive handwriting typically cannot be extracted.

Will digital files be organized or just scanned?

Files are always delivered in a structured, organized format.
We work with you to confirm naming conventions and folder structures before scanning begins, so the digital archive matches your workflow.

How do you ensure accuracy?

We use a combination of:

• Pre-scan preparation

• Image optimization tools

• Automated quality control

• Manual spot-checks

• Consistent naming conventions
  
  

This prevents misfiles, duplicates, and unreadable images.

Do clients need to remove staples or prepare the documents beforehand?

Basic preparation (removing staples, clips, rubber bands, etc.) is helpful but not required.
If you prefer, we can handle all preparation as part of the project scope.

Can you pick up boxes or records from our office?

Depending on location and volume, pickup may be available.
This can be discussed during intake.

How long does a typical project take?

Timelines vary based on:

• Volume

• File complexity

• Condition of documents

• Required organization or naming structure

• OCR processing time
  
  

Smaller projects may take days; larger backlogs may be phased over weeks or months. A timeline estimate is always provided in writing before work begins.

Do you keep digital copies after delivering the project?

Only temporarily, based on the retention window agreed upon during intake (typically 7–30 days).
All files are permanently deleted after that period unless a client requests immediate deletion.

How are physical documents returned?

Originals are returned in the same order they were received unless the client requests a different arrangement.

Can you work in phases for large backlogs?

Yes. We can scan backlog records in phases based on:

• Priority

• Department

• Year

• Record type

• Storage location
  
  

This helps reduce disruption and aligns with internal capacity.

What file formats do you deliver?

Standard delivery formats include:

• PDF

• PDF/A (archival)

• TIFF

• JPEG (for images)
  
  

PDF is the most common, especially for multi-page files and OCR.

What DPI (resolution) do you scan at?

Standard resolution is 300 DPI, which provides high-quality readability while keeping file sizes manageable.
Higher DPI can be used for detailed forms or degraded documents upon request.

Can you deliver files on external drives or USB?

Yes. We can deliver on:

• Encrypted USB drives

• Encrypted external hard drives

• Secure shared folders

• Password-protected ZIP files

• Your department’s preferred upload method
  
  

Passwords are always sent separately.

How is pricing determined?

Pricing depends on:

• Volume

• Document complexity

• OCR requirements

• Naming/organizational needs

• Delivery method

• Timeline
  
  

We provide a written estimate before any work begins.

Do you require contracts or long-term commitments?

No.
Projects are scoped individually and can be one-time or recurring.

Do you work with government agencies?

Yes. RoverScans serves local government departments, legal service organizations, and other public entities.
We can sign confidentiality or security agreements before starting a project.

Need Something Not Listed Here?

If you have questions about a unique type of record or project structure, feel free to reach out.

Email: james@roverscans.com
Phone: 720-233-3919

What if we’re not sure how many boxes or pages we have?

That’s normal.
We can help estimate based on:

• Box size

• Drawer count

• Shelves

• Sample files
  
  

You don’t need exact numbers before requesting a quote.