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Miami document scanning

Document scanning for personal, legal, and business records.

Turn a folder of immigration-support or legal documents—or banker boxes of business records—into organized, searchable OCR PDFs. Small projects are welcome, and written project quotes start at $150.

Scanning and document organization only—not legal or immigration advice. Pickup, timing, delivery, and final price are confirmed in writing.

Request a project quoteCall 831-271-8719

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  • Small projects welcome
  • Text-searchable OCR
  • Written project scope
  • Documented custody process
Paper records moving through a scanner and laptop into searchable OCR files
01 Paper records02 High-speed scanning03 Digital processing04 Searchable OCR files

Representative workflow. The written project scope defines preparation, organization, delivery, and original-document handling.

Project quote request

Tell us what needs to be scanned.

Fields marked with * are required. Use general details only—do not include names from records, immigration details, financial data, or confidential files.

Provide at least one way to reach you: email or phone. *

Add optional project details Organization, output, deadline, or notes

What we scan

From personal folders to long-term business archives.

We digitize paper documents for individuals, law firms, professional practices, and other South Florida organizations. These are common examples; other standard paper records can be reviewed for project fit.

  1. Immigration-support documents

    Application-support packets, notices, correspondence, exhibits, and closed files provided by individuals, law firms, or legal departments.

  2. Legal and litigation files

    Pleadings, discovery, exhibits, correspondence, client files, and closed-matter archives organized under client-approved rules.

  3. Personal-injury records

    Medical-record sets, bills, liens, police reports, correspondence, and other approved case materials.

  4. Medical and dental backfiles

    Archived charts, intake forms, billing files, and practice backfiles after a project-specific privacy and security review.

  5. Insurance and claims files

    Claim folders, policy records, adjuster correspondence, supporting documents, and closed-claim archives.

  6. Property and real-estate records

    Leases, closing files, property-management records, tenant files, and transaction archives.

  7. Accounting and corporate records

    Invoices, accounts-payable files, statements, contracts, vendor records, and tax- or audit-support documents.

  8. Banker boxes and business archives

    Pre-labeled batches, project files, office records, legacy folders, departmental archives, and other business paper collections.

Have another record type? Share only the general category, estimated box count, ZIP code, and desired output in the quote form. Do not send records through the public website.

Important boundary: Scanning and OCR create digital copies. Onyx Intel does not provide legal advice, prepare or file immigration applications, translate documents, certify copies, or decide retention or destruction requirements. Protected and regulated records require project-specific written controls before transfer.

Two service levels

Choose the finished-file structure you need.

Both include scanning, searchable OCR, quality review, and agreed digital delivery. The difference is how much organization we add.

Standard Digital Archive

From$150per box

Already grouped and labeled? We preserve that order in searchable digital files.

  • Up to 2,500 scanned page images
  • Light preparation and searchable OCR PDFs
  • Up to 20 pre-labeled folders or batches
  • Quality review and agreed secure delivery
See full scope

What you receive

A searchable digital copy organized the same way the records were provided, with existing folders or clearly labeled batches converted into PDFs.

The key difference

This service does not include Onyx identifying which pages belong to each file group, creating a separate file for every group, applying a custom file-naming formula, designing a new folder hierarchy, or producing a file-level manifest.

Quoted separately

Heavy staples or binders, fragile or mixed media, oversize pages, advanced indexing, onsite work, return shipping, destruction, and system transfer require a separate written scope.

Quote a Standard Archive

File-Organized Digital Archive

From$175per box

Need separate, clearly named files? We build one approved digital structure.

  • Everything included with Standard
  • Up to 100 file groups identified and separated
  • One approved naming formula and folder structure
  • Delivery manifest and Needs Review folder
See full scope

What you receive

Individually named files organized into your approved digital structure, plus a delivery manifest and a Needs Review folder for uncertain matches.

How identification works

We use one agreed identifier—such as a matter number, client, account, property, or other approved field—and one approved naming convention and folder structure. Records that cannot be identified confidently are flagged for review instead of being guessed.

Quoted separately

More than 100 identified files per box, multiple naming formulas or folder structures, manual identifier research, classification of every document within each file group, custom metadata, and CRM or system transfer require a separate written scope.

Quote a File-Organized Archive

Starting-price scope: One standard 15 x 12 x 10 inch banker box with clean, readable paper, light preparation, and up to 2,500 scanned page images. Each scanned side counts as one page image.

Timing and special handling: A five-business-day schedule may be available for qualifying projects of up to 20 boxes after scope approval, naming instructions, and pickup. Damaged records, advanced indexing, regulated projects, system transfer, rush work, and larger volumes receive a custom written scope. South Florida pickup, final timing, delivery, and pricing are confirmed before work begins.

Documented chain of custody

From paper documents to searchable files in three steps.

Regulated or confidential projects begin only after a written security review and any required data-protection agreement.

  1. 1. Confirm the scopeWe document project size, condition, pickup, finished-file structure, delivery, and original disposition.
  2. 2. Scan and reviewDocument sets are labeled and reconciled, then pages are prepared, OCR-scanned, organized, and quality-checked.
  3. 3. Deliver and closeApproved files are delivered by the agreed method. Originals are returned, retained, or destroyed only under documented client instructions.

Document digitization guide

Scanning, OCR, indexing, and archive conversion explained.

Document scanning is the physical capture step. A complete digitization project also defines how files become searchable, named, checked, delivered, and connected to the original records.

Paper document scanning

Loose pages, folders, files, and banker boxes are prepared and captured as digital images. The written scope identifies staples, binders, fragile pages, mixed sizes, color requirements, oversize records, and any material that needs special handling. This is the foundation for legal document scanning, medical record scanning, accounting archive conversion, property-file digitization, insurance claim scanning, and general business record projects.

Searchable PDF and OCR

Optical character recognition, commonly called OCR, adds a searchable text layer to compatible scanned pages. OCR can make names, dates, account numbers, matter references, and other printed text easier to locate, but it is not perfect transcription. Handwriting, stamps, faint originals, unusual fonts, skewed pages, and damaged documents can reduce recognition accuracy, so important information still requires human review.

File organization and indexing

Digitization can preserve the existing paper order or create separate files using an approved naming rule and folder structure. More advanced indexing may capture selected fields for a manifest or client-approved system import. Identification rules, exception handling, and the difference between automatic recognition and manual research should be defined before production begins.

Comparing document scanning companies: Ask each provider to define preparation, image format, color, OCR, file separation, naming, indexing, quality review, pickup, custody, delivery, return, retention, and approved destruction. A low per-page or per-box number is not directly comparable when the finished digital result is different.

Planning a paperless archive: Start with representative boxes or folders, document the desired output, review a sample, and confirm who accepts the completed files. The useful outcome is not simply a large number of scans. It is a searchable, traceable archive that authorized people can understand and use.

Miami scanning questions

Answers before you send any records.

Use these basics to compare document scanning services and decide what belongs in a written project scope.

What is included in a document scanning project?

The written scope can include paper preparation, scanning, searchable OCR PDFs, quality review, an agreed file structure, secure digital delivery, and documented instructions for the original records.

Does Onyx Intel accept small scanning projects?

Yes. Small folders and personal record sets can be reviewed along with larger banker-box and business archive projects. The final scope, timing, and price are confirmed in writing.

Can Onyx Intel scan immigration-support documents?

Yes. Onyx Intel can digitize application-support packets, notices, correspondence, and exhibits, but does not provide legal advice, prepare or file applications, translate documents, or certify copies.

Where is document scanning available?

Onyx Intel evaluates projects across Miami-Dade and South Florida. Pickup, onsite feasibility, travel, minimums, and delivery are confirmed for the project address in the written quote.