Document Scanning Services
Get a Quote
24/7 monitored facility
Climate-controlled
Scan-on-demand
DFW pickup & delivery
AT A GLANCE
Document scanning services help Dallas–Fort Worth businesses convert paper records into secure, searchable digital files, improving access, efficiency, and long-term records management. Armstrong Archives provides professional document scanning solutions designed to reduce reliance on physical storage while making critical information instantly accessible from anywhere.
Our document scanning solutions streamline the capture, indexing, and storage of business records, allowing files to be quickly retrieved, shared, and managed in a secure digital environment. With flexible scanning options, secure data handling, and fast access to digitized records, businesses can improve productivity, strengthen data security, and simplify document management processes.
Document Scanning & Storage in Dallas – Fort Worth
Filing cabinets full of paper documents slow your team down and create real compliance risk — misplaced records, unauthorised access, and no recovery path if there’s a fire or flood. Armstrong Archives converts your paper files into organised, searchable digital records, so your team can find what they need in seconds, from any device, without investing in new infrastructure.
We offer two scanning solutions – a full service bureau conversion and a scan-on-demand option for stored records along with Optical Character Recognition (OCR), custom indexing, and multiple output formats. Whether you have a single box of archives or a warehouse of legacy files, we have a right-sized solution for your Dallas–Fort Worth business.
Rather than digging through mounds of paper files when you need information, our document imaging services allow you to easily access your most critical business data at any time, from anywhere. Whether you’re right here in Dallas-Fort Worth or on the other side of the globe, you’ll be able to radically improve response times and reap the efficiencies that go with digital files – without having to invest in a costly new infrastructure.
Our Scanning Solutions
Not every business has the same scanning needs. Some want their entire archive converted at once; others need records kept on hand but only accessed occasionally. Here is how our solutions work.
Service Bureau – Full Conversion of Your Document Archive
Our service bureau solution is designed for organisations ready to go fully digital. We pick up your documents from your Dallas or Fort Worth office, prepare them for scanning (removing staples, bindings, and clips), scan and index every file, and store the digital results in our highly secure data centre. Completed files are delivered in your preferred format or uploaded directly to your cloud storage account.
Best for: Businesses transitioning to a fully paperless workflow, or those that need frequent access to a large volume of digitised records.
Scan-on-Demand – Digital Access to Your Stored Records
If you store paper records with Armstrong Archives, our scan-on-demand solution gives you digital access to individual files without converting your entire archive upfront. When you need a document, simply call or submit a request online – we locate it, scan it, and send it to you. Files can be delivered by email (non-HIPAA documents), uploaded to your cloud storage, or saved to a CD, DVD, or flash drive.
Best for: Organisations that must retain records for compliance or legal reasons but rarely need to access them – getting the benefits of digital retrieval at a fraction of the cost of bulk conversion.
Security You Can Verify
Whichever solution you choose, every digital image stored on our premises is housed in our SAS 70 Type II audited data centre. This means our facility and processes have been independently verified by the AICPA (American Institute of Certified Public Accountants) to operate exactly as we describe. Your files are mirrored for redundancy and traceable for compliance with HIPAA, Sarbanes-Oxley, and other regulations governing the protection of sensitive information.
How Our Dallas Document Scanning Service Works
We handle every stage of the process, from initial pick-up to final delivery.
Step 1 – We collect your documents
Too busy to box and label files yourself? Our team comes to your DFW office, packs your records, and handles all the paperwork. We mark each box with the information you specify and barcode everything before it leaves your premises.
Step 2 – Document preparation
At our Carrollton facility, every document is prepared for scanning: staples, paper clips, bindings, and folds are removed, and single-sided versus double-sided pages are identified. This preparation step is what separates professional scanning from simply feeding paper through a machine – it ensures every image captures cleanly.
Step 3 – Scanning, OCR, and indexing
Documents are scanned at high resolution and converted into digital image files. Where requested, Optical Character Recognition (OCR) is applied – this converts the scanned image into fully searchable text, so you can find any word in any document instantly without knowing the file name or folder location. Files are then indexed according to your specifications: by client name, document type, date, department, or any other criteria that matches how your team searches.
Step 4 – Quality review
Every scanned image is reviewed for readability and clarity. Any page that has not scanned cleanly is re-scanned before your project is considered complete. You receive only finished, usable files.
Step 5 – Delivery in your preferred format
Completed digital files are delivered in the format you specify – PDF (with or without OCR), TIFF, or other formats on request. Delivery options include upload to your cloud storage account, CD, DVD, flash drive, or secure web access through our online system. You can also access your full inventory and track which documents have been scanned through our online portal at any time.
Step 6 – What happens to your original documents
Once scanning is complete, we work to your instruction regarding the physical originals. Options include: returning the documents to you, retaining them in secure offsite storage at our Carrollton facility, or scheduling confidential shredding with full destruction documentation. We will never make that decision without your explicit direction.
Why Switch to Document Scanning?
Converting paper files to digital format changes more than just where documents live – it changes how quickly your team can act on the information inside them. Here is what our Dallas clients gain most often.
Instant retrieval. Instead of sending someone to the file room, your team can search by keyword, name, date, or any index field and pull the right document in seconds – from their desk or remotely.
Disaster recovery. Paper records lost to fire, flood, or physical damage are gone permanently. Scanned files stored in our SAS 70 Type II audited data centre are mirrored for redundancy, meaning a single incident cannot wipe out your records.
Compliance and security. Digital files can be encrypted, access-controlled, and audited. For businesses subject to HIPAA, Sarbanes-Oxley, or other regulations, scanned records are far easier to manage, track, and demonstrate compliance for than physical files.
Space reclaimed. Each standard filing cabinet requires roughly 15 square feet of accessible floor space. Scanning and removing even a modest archive frees up room for productive use.
Not sure whether bulk conversion or scan-on-demand makes more sense for your situation? Armstrong Archives offers consulting to help you make the right call before you commit to a project. There are situations where scanning delivers clear ROI and situations where a storage-first approach costs less – we will tell you honestly which applies to yours.
Document Types We Scan
Armstrong Archives scans a wide range of document types and media formats at our Carrollton, TX facility, including:
- Standard business documents (letter and legal size, single or double-sided)
- Large format documents – maps, plans, engineering drawings, and blueprint scanning
- Legal documents – case files, contracts, and court records
- Medical records – patient charts, insurance forms, and imaging files (HIPAA-compliant handling)
- Financial records – invoices, receipts, statements, and audit documentation
- Photographs and historical documents – handled with care for archival quality
- Bound books and manuals – flatbed scanning for bound materials that cannot be fed through a sheet scanner
If you have a document type not listed here, contact us – we handle many custom projects and will tell you plainly whether it’s something we can do.
Professional Medical Document Scanning
Healthcare providers – from private practices and clinics to hospitals and imaging centres – have some of the most demanding document scanning requirements of any industry. Patient records must be digitised with HIPAA-compliant handling, indexed in a way that supports fast chart retrieval, and either stored securely or integrated into your existing records workflow.
Armstrong Archives provides HIPAA-compliant document scanning for medical offices across Dallas–Fort Worth. Scanned patient files are indexed for quick retrieval, and physical originals can be securely stored at our Carrollton facility or destroyed with a certified destruction certificate. For practices transitioning to electronic health records, our scanning service can convert paper charts into digital files ready for your records system.
Online Access and Custom Scanning
Armstrong Archives provides professional document scanning services across the DFW Metroplex and surrounding areas. Even if you’re outside the Dallas–Fort Worth region and searching for bulk scanning services, we’ve got you covered. We offer flexible solutions to support your document scanning and storage needs—no matter your location. Contact us today to learn more about our secure scanning and physical archiving services in North Texas.
Digitizing your documents can streamline operations and deliver long-term cost savings. Whether your business is large or small, we can scan and upload your records to our secure repository or any preferred storage format.
Scan On-Demand
Occasionally the need arises where you need a document ASAP and it just happens to be in one of the boxes in our queue to be scanned. We’ll find the document, move it to next in line, scan it, and send it to you at no added cost.
PDF with OCR – Making Your Documents Fully Searchable
All scanned documents can be processed with Optical Character Recognition (OCR), which converts the scanned image into fully searchable text within the PDF. Rather than opening files one by one, your team can search across your entire document archive by keyword – finding the right record in seconds. If you have an existing library of PDF files that have not yet been OCR’d, we can process those too.
24/7 Online Access to Your Document Inventory
Once your documents are scanned and stored with us, you have round-the-clock access to your inventory through our online system. You can see exactly what you have stored, which documents have been scanned, and submit retrieval requests at any time without needing to call during business hours.Â
Custom Scanning Projects
Every scanning project is different. If your needs do not fit neatly into a standard service description – unusual document sizes, mixed media types, a specific indexing structure, or integration with a particular document management system – tell us what you need. We offer consulting to help you design the right approach before the project starts, and we will not consider the job done until the output matches your requirements.
Quality Customer Service
Often customers will require information with little notice; our document scanning services allow you to retrieve any file in a matter of seconds! Suddenly your customers no longer have to wait impatiently for adequate service, as document scanning reduces response time exponentially. Document scanning provides businesses instant access to the data they require for increased productivity and customer service. It’s truly a win-win situation for both your company and your customers.
Increased Productivity
Turning to document scanning frees up time for your employees so they can attend to productive business duties, rather than spending countless hours searching for documents. When documents are scanned, these electronic files can be obtained immediately and if required, shared or distributed both internally and externally. Document scanning offers a convenient solution for viewing, printing, and organizing.
Security & Disaster Recovery
Simply filing old documents away when no longer needed, does not provide your company and customers with the security needed. Filing paper in-house often leads to disorganization which can develop into major issues for businesses. If files are found stored incorrectly, or papers become missing because of an employee who acts negligently, your business could be at risk of a data breach or identity theft case. Papers that should be secure but instead land in the trash are open for public accessibility. Document scanning will supply reliable security and tracking capabilities designed for easy monitoring of information. Most importantly, if a natural disaster occurs, documents previously scanned are protected from the possibility of data loss.
Compliance & Simple Management
Document scanning services assist businesses in remaining HIPAA compliant, as scanned files ensure your customers’ confidential information is backed-up, and safe from becoming lost or stolen. Hard copies are more challenging to manage, while document scanning software provides a digitized means of record keeping, increasing the security of your documents. Paper records are more difficult to manage and therefore are often misplaced, while document management software is an easy solution that is secure.
Document Scanning Services Across the DFW Metroplex
Armstrong Archives has been serving businesses across Dallas–Fort Worth from our Carrollton, TX facility for more than 30 years. Our document scanning services are available throughout Dallas, Fort Worth, Carrollton, Plano, Irving, Arlington, Frisco, McKinney, Lewisville, Denton, and the broader North Texas region.
As a locally owned, Certified Women’s Business Enterprise, we offer personalised service and locked rates for the life of your contract – no hidden fees, no price increases after you sign.
Armstrong Archive’s FAQs
What types of documents can Armstrong Archives scan?
We scan standard business documents (letter and legal size), large format materials including blueprints and engineering drawings, legal documents, medical records, financial records, photographs, and bound books. We also handle custom projects – contact us to discuss your specific document type or volume.
What is OCR, and do you offer it for scanned documents?
OCR stands for Optical Character Recognition. It converts a scanned document image into searchable, editable text – so rather than an image of a page, you get a PDF where every word is searchable. Armstrong Archives applies OCR to scanned documents and can also process existing PDF files that have not yet been OCR’d. This is included as an option for both our service bureau and scan-on-demand solutions.
What are the benefits of electronic document scanning?
Scanning converts paper records into organised digital files that your team can access instantly from any device. Key benefits include faster document retrieval, reduced physical storage requirements, protection against loss from fire or flood, improved compliance for regulated industries, and controlled access so only authorised personnel can view sensitive files.
How much does document scanning cost?
Scanning costs vary depending on the volume of documents, whether colour or black-and-white scanning is needed, the level of indexing required, and whether OCR is included. Armstrong Archives provides custom quotes with no obligation – and our rates are locked for the life of your contract, so you will not see price increases after you start.Â
Does scanning help with business continuity?
Yes. Paper records can be permanently lost to fire, flood, or physical damage. Digital files stored in our SAS 70 Type II audited data centre are mirrored for redundancy, meaning a single incident cannot wipe out your records. For businesses with disaster recovery obligations, scanning is one of the most cost-effective safeguards available.
How can scanning improve document security?
Digital files can be encrypted, password-protected, and access-controlled so that only authorised personnel can view sensitive records. Unlike paper, digital files create an audit trail – you can see who accessed what and when. Scanned documents stored with Armstrong Archives are housed in a SAS 70 Type II audited, independently verified data centre.
What happens to my original paper documents after scanning?
Once your project is complete, you choose what happens to the physical originals. We can return them to you, retain them in secure offsite storage at our Carrollton facility, or schedule confidential destruction with a certificate of destruction for your records. We will not make that decision on your behalf.
What file formats will my scanned documents be in?
The most common output is PDF – with or without OCR applied. We also produce TIFF files and other formats on request. For delivery, you can choose cloud upload, CD, DVD, flash drive, or secure web access through our online inventory system. If you have a specific format or integration requirement, let us know before the project starts and we will confirm whether we can accommodate it.
