Records digitization · Northwest Arkansas
Records digitization and document scanning services in Northwest Arkansas
For records officers, office managers, city clerks, registrars and IT leads at colleges, government agencies and B2B organizations. We turn paper, drawings, film and tape into searchable files, deliver them through ShareFile, and return your originals or destroy them with an affidavit.
The case for going digital
Why organizations digitize.
Most projects start with a practical problem: a records room that is full, a request that takes a day to answer, or a retention rule nobody can enforce on paper.
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Find a record without a trip to the file room
Searchable files with consistent names and index data turn an afternoon of looking into a few seconds of searching.
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Work from anywhere
Staff at home, in a co-working space or at another site open the same record at the same time, with access controlled by role.
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Keep up with retention and compliance
Files indexed to your retention schedules and classification make holds, audit trails and disposition a system task instead of a storage-room task.
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Free up space and reduce disaster risk
Boxes and cabinets take floor space you pay for, and paper in one building is one fire or flood from gone. A digital copy, plus a drive backup at project close, gives you a second copy.
Searchable records are also the foundation for putting AI to work on your own files.
Explore AI integrationsWhat we scan
Services by media type.
Every media type follows the same barcoded chain of custody, sample approval and 100% quality check. What changes is the equipment and the handling.
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Document scanning services
Paper files, case files and loose pages captured at 300 dpi, in bitonal, grayscale or color depending on the original. Blank page removal, de-skew, de-speckle, auto-orientation and hole removal clean up each image, and OCR is standard so the text is searchable. You choose PDF or TIFF.
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Blueprint and large-format scanning
Blueprints, engineering drawings and other oversized sheets up to 48 inches wide, captured on large-format scanners. Drawings ride along with the rest of your project, so they get the same chain of custody, quality check and naming convention as your paper files. Tell us the sheet sizes you expect at kickoff.
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Microfilm and microfiche conversion
Microfilm, microfiche and aperture cards converted to digital images you can open on any computer. Images are named and indexed to your conventions and delivered as PDF or TIFF, with an index file if your system needs one for import.
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Photo, slide and bound-volume digitization
Photographs, 35mm slides, bound volumes and fragile documents that cannot go through a sheet feeder, captured on flatbed and planetary scanners. Fragile items are flagged at collection and handled with extra care, then returned or destroyed according to your instructions.
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VHS and cassette digitization
VHS tapes and audio cassettes converted to digital files you can play on current computers. We also copy floppy disks, CDs and DVDs, so the content is safe before the media or the drive that reads it is gone.
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Indexing and records management
Files are named to your convention and indexed with metadata built to your taxonomy and file plan, with an optional CSV, TXT or XML index file for import. We align to your retention schedules and classification, then deliver to SharePoint, OnBase, Laserfiche or a custom repository.
How it works
Our process.
Eight steps carry your records from the first call to return or destruction. Nothing goes into production until you have approved a sample.
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Kickoff and scope
We agree on goals, scope, success metrics, roles, timeline and naming conventions, and set the procedure for emergency requests. Smaller jobs can start with a kickoff email instead of a meeting.
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Collection and chain of custody
Our staff collect the boxes at your location and flag priority and fragile items. Every box is barcoded, and receipts list the contents and original location. A company vehicle carries the boxes, with a dedicated employee staying with it.
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Preparation
Boxes wait in secure storage until their turn. We remove staples and bindings, repair damaged pages and batch documents with separator sheets. Sticky notes are captured in place, then the page beneath is scanned again.
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Sample scans you approve first
Before production starts, you receive sample scans and tell us whether they meet your criteria. No production scanning begins until you approve.
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Production scanning and indexing
We scan to the agreed criteria, typically 300 dpi bitonal, grayscale or color by original, with OCR as standard. Files are named and indexed to your conventions, with an optional CSV, TXT or XML index file.
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100% quality control
Technicians inspect every image, and a second person checks a random sample. Any error is rescanned at no cost, before the files reach you.
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Delivery through ShareFile
You get secure access to finished files through ShareFile while the project is running, plus a daily project status file. At close, we deliver an external hard drive backup.
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Return or destruction
Originals come back to you or are destroyed, as you decided at kickoff. Boxes marked for destruction carry red labels, and a destruction affidavit is available on request.
Need a file in the middle of a project?
Emergency requests are part of the plan. We pull the file you need, scan it and deliver it, typically within 4 business hours.
Security
Security at every step.
Your records are the asset. Physical security, people and process all work to keep them safe from the day we collect them to the day they are returned or destroyed.
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Controlled-access facility
Records are stored and scanned in a controlled-access facility at a location we do not publish. Clients do not visit, and only authorized staff have access.
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Surveillance and alarms
Alarm systems with round-the-clock police and fire response, and cameras covering every entry point.
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Fire suppression and climate control
Fire suppression plus climate and humidity control protect paper, film and tape while they wait for scanning.
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Background-checked staff
Every team member who handles your records is background-checked and has signed a nondisclosure agreement.
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Role-based access
People see only the projects and files their role requires, in our systems and in the repository.
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Encryption
Files are encrypted in transit and at rest. Transfers use SFTP, HTTPS or VPN.
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Chain of custody
Barcoded boxes, receipts and documentation follow your records from intake to final disposition.
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Secure transport
Boxes travel in a company vehicle with a dedicated employee who stays with it.
About the repository platform
Finished files are delivered through ShareFile. ShareFile carries its own independent security certifications. Those certifications belong to the ShareFile platform, not to Improvyze.
Why Improvyze
Why teams choose Improvyze.
Some vendors advertise scanners that run hundreds of pages a minute. No team can prepare documents fast enough to feed a machine like that, so the speed on the spec sheet rarely shows up in your project.
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Scanners dedicated to your project
We dedicate scanners to each project for steady, accurate capture, and we catch errors before delivery instead of fixing them after.
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One project lead on every job
Joshua Mitchell, our President and CEO, is the project lead and your point of contact from kickoff to delivery.
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Nothing subcontracted
Your records stay with our own background-checked staff from collection to delivery.
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Errors caught before delivery
Every image is inspected and any error is rescanned at no cost, so you review finished files, not problems.
FAQ
Questions we hear before a project.
How do you keep our records secure during a project?
Every box is barcoded at collection, and receipts list its contents and original location. Records are stored and scanned in a controlled-access facility with alarms, cameras and fire suppression, and only background-checked staff under nondisclosure agreements handle them. Files are encrypted in transit and at rest, and chain-of-custody documentation follows your records until they are returned or destroyed.
Can you work on site instead of collecting the boxes?
Our standard process is that our staff collect the boxes at your location and carry them in a company vehicle with a dedicated employee. If your records cannot leave the building, tell us on the first call so we can talk through what is possible for your situation.
How are files named, and what formats do we get back?
We name and organize files to the convention we agree on at kickoff. Scans are delivered as PDF or TIFF, with OCR as standard so the text is searchable, and we can add a CSV, TXT or XML index file for importing into another system. Files arrive through ShareFile during the project, with an external hard drive backup at the end.
Do you handle blueprints and oversized drawings?
Yes. We scan blueprints, engineering drawings and other large sheets up to 48 inches wide on large-format equipment. They go through the same barcoded chain of custody, sample approval and quality check as the rest of your project.
Can you convert microfilm and microfiche?
Yes. We convert microfilm, microfiche and aperture cards to digital images, named and indexed to your conventions. Delivery is PDF or TIFF, and the originals are returned or destroyed according to your instructions.
Can you digitize old VHS tapes and cassettes?
Yes. We convert VHS tapes and audio cassettes to digital files you can play on current computers. We also copy floppy disks, CDs and DVDs, which is worth doing sooner rather than later while the media can still be read.
What happens to the paper afterward?
You decide at kickoff whether originals come back to you or are destroyed. Boxes marked for destruction carry red labels so they are easy to tell apart, and we can provide a destruction affidavit on request.
How long does a project take?
It depends on the volume, the media types and how much preparation your records need, so we set the timeline with you at kickoff. You approve sample scans before production begins, and you can see finished files in ShareFile as the project moves along. If you need a specific file sooner, an emergency request is typically scanned and delivered within 4 business hours.
Do you work with organizations outside Arkansas?
Yes. We are based in Northwest Arkansas and have completed projects for clients across the country. Kickoff and status conversations happen online, and we plan collection with you at the start of the project.
Can you load files into our existing system?
In most cases, yes. We deliver files with metadata built to your taxonomy and an optional CSV, TXT or XML index file, and we can deliver to SharePoint, OnBase, Laserfiche or a custom repository. Tell us what you use at kickoff so we can match its import requirements.
Reviews
What clients say.
We are gathering reviews from past clients. If you would like references from organizations like yours, ask us and we will make the introduction.
Tell us what’s in the boxes.
Describe what you have and what you need, and we will reply by email or phone with a clear first step.
Or use the contact form