Embedded Files
Overview
Overview
These Terms & Conditions outline the general policies that apply when working with RoverScans for document digitization and related services. The goal is to provide clarity, protect confidentiality, and ensure a smooth project experience.
Specific project details, requirements, and timelines are finalized in each written estimate.
RoverScans is a division of Rover Solutions Group LLC.
Scope of Services
Scope of Services
RoverScans provides document digitization, OCR processing, file organization, and secure digital delivery.
Any additional tasks—such as data extraction, restructuring of digital archives, or physical pickup—must be agreed upon in writing before the project begins.
Client Responsibilities
Client Responsibilities
Clients are responsible for:
Providing lawful documents that they are authorized to share
Ensuring records are free of prohibited materials (e.g., hazardous items)
Informing RoverScans of any special handling or confidentiality requirements
Clearly communicating naming conventions, folder structures, or organizational needs before scanning begins
If changes are requested after digitization has started, project timelines or costs may be adjusted.
Confidentiality
Confidentiality
RoverScans treats all documents and digital files as confidential.
Records are handled in a controlled workspace and are not shared with third parties.
If a client requires additional confidentiality agreements (NDA, interagency agreement, security acknowledgment), RoverScans will complete them before beginning work.
For additional details, see our Confidentiality & Data Security page.
Temporary Retention & Deletion
Temporary Retention & Deletion
Digital copies may be temporarily retained for quality control or re-delivery.
Standard retention window: 7–30 days, confirmed during intake
Files are permanently deleted after the retention period
Clients may request immediate deletion upon delivery
Physical documents are returned to the client upon project completion
RoverScans does not maintain long-term archives unless formally contracted to do so.
Accuracy & Quality
Accuracy & Quality
RoverScans uses structured processes to ensure accuracy, including image cleanup, naming consistency, and manual review.
However, OCR accuracy varies depending on the clarity and format of the original document (especially handwritten materials).
RoverScans is not responsible for inaccuracies inherent in the original documents.
Digital Delivery
Digital Delivery
Files are delivered through the method agreed upon during intake, such as:
Encrypted shared folder
Password-protected ZIP file
Encrypted USB or external drive
Client’s secure file transfer system
Passwords are provided separately for security.
Turnaround Times
Turnaround Times
Project timelines are estimated based on volume and complexity.
RoverScans will communicate promptly if unexpected issues arise that may affect timelines.
Payment Terms
Payment Terms
Specific payment terms are included in each individual project estimate.
Projects may require a deposit based on scope
Final payment is due upon completion unless otherwise stated
Invoices are provided electronically
RoverScans does not begin work until the estimate is approved in writing.
Liability Limitations
Liability Limitations
RoverScans handles documents with care but is not liable for:
Pre-existing damage to documents
Loss of information due to illegible originals
Client misuse of digital files after delivery
RoverScans is not responsible for delays caused by incomplete, missing, or improperly organized records provided by the client.
Updates to Terms
Updates to Terms
These Terms & Conditions may be updated periodically.
The version in effect at the time a project estimate is approved applies to that project.
Contact
Contact
For questions regarding these Terms or to request a copy for your records, contact:
Email: james@roverscans.com
Phone: 720-233-3919
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