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Document Organization Services | archSCAN

Organize Your Documents, Increase Productivity, and Reduce Employee Stress

Our Strength Lies in Finding Order in Chaos

Organizing your files saves space, time, and money. It increases productivity, reduces staff stress and frustration, allows for better employee communications, faster and easier access to important files, and makes document version control possible.

Research, Inventory, Catalog

Organizing documents is archSCAN’s specialty. Since 2002, we provide on-site (and off-site) service across the Mid-Atlantic region, including Baltimore, Washington, DC, Northern Virginia, Annapolis, and Philadelphia, as well as any other locations in DC, MD, VA, and DE. To organize your files we can go on-site to research, inventory, and catalog your paper and electronic documents. Most organizations have a combination of paper and electronic files so we compare the digital to the paper to identify duplications.


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Our Document Organizing Process

To organize documents, archSCAN performs the following services, and customizes each project to meet the client's individual needs:

  • Cataloging paper and digital files in a customized database
  • Capturing important metadata
  • Labeling sets of documents
  • Identifying duplications and outdated versions of documents
  • Merging separated documents back together
  • Purging unwanted documents
  • Re-organizing, labeling, and cleaning document storage rooms

Organizing documents according to the above methodology allows our clients to know exactly what information they have in their hanging files, file cabinets, hard drives, and shared storage locations such as Google drive or any other storage location containing critical files and documents. Once the organizing process has been completed, the client can make educated decisions regarding what to retain as paper, or shred/discard.

We complete this organization process either on-site at your facility or off-site at our production center. No more loss of productivity performing tasks that are not in your job description. No more looking for lost files.

Solving the Problem of Duplicates

Duplicate files can exist as a paper document and a digital file. Duplicates can live across hard drives, DVDs, CDs, or file folders. Therefore, to solve the problem we standardize your information by applying naming conventions, updating file formats, and merging files into a common location. We also identify different versions and identify the latest one.

Preparation for a Document Management System

If your organization plans on implementing a state-of-the art electronic document management software suite, the preparation tasks are normally very time-consuming and tedious. Files and folders must be properly indexed, information about each and every document (metadata) must be captured, optical character recognition (OCR) performed, and unnecessary or “junk” files need to be removed. A proper folder hierarchy and file naming convention is established if required, as well as a filing structure that lets staff who are responsible for managing files have an easier time with such tasks.

archSCAN performs all of these processes and more using an efficient, streamlined methodology that makes for a smooth transition to a digital system. With our processes, any document management system that gets deployed is functional from day one – letting staff immediately reap the benefits of workflow, collaboration, and overall time efficiency.

Contact archSCAN today to discuss your needs with a complimentary consultation and quotation. Also check out our case studies and testimonials, and see our other service offerings.

Contact archSCAN Today to Organize and Categorize Your Documents


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