Our Secure Document Scanning Process
Learn how TierFive converts paper records into secure, searchable digital files through a controlled end-to-end document scanning process. From chain-of-custody pickup and document preparation through production scanning, image enhancement, OCR, indexing, quality assurance and encrypted delivery, every stage is designed to protect record integrity, accuracy and security.
The Scanning Process
TierFive’s document scanning process converts paper archives into secure, searchable digital files through a precise, end-to-end workflow. Every project begins with barcode tracking and a verified chain of custody to ensure full accountability. Our technicians prepare, scan, and enhance each record using production-grade imaging systems, advanced OCR, and AI-assisted metadata recognition for accuracy and consistency. Each batch undergoes multi-stage quality control aligned with HIPAA, ISO, and SOC 2 standards to confirm clarity, completeness, and compliance. Final deliverables are encrypted, validated, and formatted for seamless import into your content management system—including OnBase, Cirrus File Server, OpenText, Laserfiche, and others. TierFive’s proven process ensures long-term data integrity, operational efficiency, and total confidence in your digital records.
Physical Records to Searchable Digital Files
Step 1 – Document Collection
TierFive begins the scanning process by securely collecting your records for digital conversion. Clients may ship boxed files directly to our facility or schedule pickup with our background-checked staff. When needed, we can remove files from cabinets, create an on-site manifest, and apply chain-of-custody labeling before transport. Each box is barcoded, logged, and tracked throughout the project, providing clear accountability from collection through final delivery while helping protect record integrity and allowing specific containers to be located quickly if access is needed during production. This controlled collection process establishes a documented starting point.
Step 2 – Receiving
When documents arrive at TierFive, they enter a structured receiving and verification process before production begins. Each shipment is staged, inspected, and compared with the provided packing list or manifest. Our team verifies box counts, labels, and physical condition, documents any discrepancies, and communicates exceptions when necessary. Once confirmed, each box receives a unique barcode and is entered into our tracking system, allowing records to be located throughout production. This controlled intake process establishes chain-of-custody accountability and helps ensure every container is accounted for before document preparation and scanning begin.
Step 3 – Document Preparation
When documents arrive at TierFive, they enter a structured receiving and verification process before production begins. Each shipment is staged, inspected, and compared with the provided packing list or manifest. Our team verifies box counts, labels, and physical condition, documents any discrepancies, and communicates exceptions when necessary. Once confirmed, each box receives a unique barcode and is entered into our tracking system, allowing records to be located throughout production. This controlled intake process establishes chain-of-custody accountability and helps ensure every container is accounted for before document preparation and scanning begin.
Step 4 – High-Speed Document Imaging
TierFive uses production-class document scanners to capture records at high resolution with consistent image quality, accuracy, and speed. Experienced scanning technicians monitor alignment, contrast, orientation, pagination, and readability throughout production so issues can be identified and corrected as they occur. Documents can be captured in bi-tonal black and white, grayscale, or full color, with output provided in PDF, PDF/A, TIFF, JPEG, or other required formats. Manufacturer-maintained equipment and available backup systems help support dependable throughput, minimize interruptions, and create reliable source images for enhancement, OCR, indexing, and quality control.
Step 5 – Image Enhancement
TierFive uses Kofax VRS Elite by Tungsten Automation to enhance scanned image quality and create cleaner, more consistent digital records. VRS can reduce background noise, improve edge definition, balance brightness and contrast, remove common scanning artifacts, and optimize color while preserving readability. These corrections help normalize documents that vary in paper quality, age, ink density, or condition and can significantly improve downstream OCR performance. Image enhancement is integrated into TierFive’s production workflow to help produce digital files that are easier to read, search, index, and review while maintaining efficient file sizes and consistent visual quality across large document collections.
Step 6 – Advanced Image Processing
After scanning and initial image enhancement, TierFive applies additional image-processing tools to refine and optimize the digital files. Processing may include de-skewing, page-orientation correction, blank-page removal, edge cropping, background cleanup, brightness and contrast adjustment, hole-punch removal, image smoothing, and color optimization. OCR can make appropriate documents text-searchable, while redaction may be incorporated when required. Project-specific processing rules can also prepare files for indexing, quality control, final delivery, and ingestion into the client’s document management system while improving readability, consistency, and file efficiency.
Step 7 – Indexing & Metadata Validation
TierFive’s indexing specialists assign structured metadata and filenames so digital records can be searched, organized, and retrieved efficiently. Required values such as names, dates, identification numbers, account numbers, or reference codes can be captured directly from document images using OCR-assisted extraction and manual key-from-image techniques. Validation rules and human review help maintain accuracy and consistency across the project. When additional verification is required, TierFive can also use dual-entry or double-blind data verification before final metadata is approved, organized, and prepared for delivery or import into the client’s document management system.
Step 8 – AI Metadata Recognition
TierFive can use proprietary AI-assisted metadata recognition to accelerate document classification and data extraction while maintaining human oversight. Operating offline, the system analyzes structures such as headers, tables, logos, and form fields to identify document types and locate required metadata. Natural-language processing and entity recognition can then extract values such as names, dates, identification numbers, reference codes, and totals. Business rules and confidence scoring help validate results, while low-confidence or ambiguous values are routed to trained operators for review before approval, combining automated efficiency with human verification.
Step 9 – Quality Assurance
Every TierFive project passes through a multi-stage quality-control process covering both images and metadata. Our QC team reviews image clarity, completeness, document order, orientation, file integrity, and indexing accuracy. Project-specific sampling and exception review are used to identify and correct discrepancies before delivery, with files reprocessed or rescanned when necessary. Once approved, records are organized according to the required folder and naming structure and can be delivered with corresponding metadata or formatted for ingestion into systems such as OnBase, Cirrus File Server, OpenText, Laserfiche, and other enterprise content management platforms.
Step 10 – Reverse Document Preparation (Optional)
For organizations that must retain original paper records after digitization, TierFive offers optional reverse document preparation. After scanning, our technicians can reassemble documents in their original sequence, reapply staples or approved fasteners, return records to their original folders or binders, and place completed files back into labeled boxes. This provides the accessibility of digital records while preserving the original physical record set when legal, contractual, archival, operational, or wet-signature requirements make continued retention necessary. The required level of reassembly is defined during project planning to match the client’s handling requirements.
Step 11 – Secure Digital Delivery
TierFive delivers completed digital files using secure methods selected according to each project’s operational, security, and compliance requirements. Files can be mastered offline and protected using AES-256 encryption, with additional encryption configurations available when required. Deliverables may be transferred using FIPS 140-2 validated hardware-encrypted drives, encrypted sFTP using TLS 1.3, optical media, or other approved methods. Folder structures, metadata, access controls, and supporting documentation can be included to support auditability, secure handling, and integration with the client’s document management environment. Transfer method is agreed in advance.
Step 12 – Physical Document Disposition
After the completed digital records have been reviewed and approved, TierFive follows the client’s written instructions for disposition of the original documents. Records may be returned, retained for an agreed period, transferred to secure storage, or securely destroyed. When destruction is authorized, TierFive can provide NAID AAA-certified shredding using DIN 66399 P-4 cross-cut standards, reducing paper to particles of no more than 160 mm². A Certificate of Destruction is provided following completion. If originals must be retained, storage can remain part of the project until final approvals, retention obligations, or legal-hold requirements are resolved.
Free up space. Turn rooms of files into searchable digital images.
Why the Process Matters
A properly managed scanning workflow reduces the risk of missing pages, poor image quality, incorrect indexing and incomplete files. TierFive combines document preparation, production imaging, image enhancement, OCR, metadata capture and quality control into a single managed process so digital records are complete, searchable and ready for use.
Reclaim Office Space
Eliminate file cabinets and paper clutter—use that space for people, not storage.
Find Documents Instantly
Stop digging through paper. Search and access any document in seconds.
Boost Security & Compliance
Keep documents encrypted, access-controlled, and audit-ready—unlike paper.
Disaster Recovery
Protect critical files from fire, flood, or accidental loss.
Cut Storage & Labor Costs
Say goodbye to offsite storage fees and manual file handling.
Eliminate Bottlenecks
Digital documents let your team move faster
Competitive Pricing
Free Consultation
Give us a call at (888) 547-2267 and talk to one of our specialists to receive a free consult and find out if we can help you.
Certified Secure
TierFive is HIPAA, ISO, and SOC2 certified our staff is background verified. Our facility & data storage are standards compliant. Security is our priority.
Document Scanning
TierFive converts your small or large format paper files into secure, searchable digital documents. From HR records to contracts, we scan, OCR, and deliver files ready for instant access.
Large Format Scanning
We digitize oversized documents like blueprints, engineering drawings, and site maps with precision and clarity. Perfect for construction firms and architects.
Indexing Services
Make your scanned files easy to find with smart indexing and metadata. Whether it’s client names, dates, or invoice numbers, we organize your documents to match how your business works
Back File Scanning
Stop paying for offsite storage… we can convert thousands of boxed records into digital files. Ideal for companies with years of storage who need fast access, better compliance, and lower costs.
Microfilm Scanning
TierFive brings your 16mm and 35mm microfilm and microfiche into the digital age. We scan, enhance, and convert legacy records into searchable, high-quality digital .pdf formats.
Ready to Start a Document Scanning Project?
The TierFive Advantage
TierFive’s comprehensive Access Control ensures that only authorized personnel can access sensitive medical records. By utilizing role-based access and multi-factor authentication, we strengthen security and prevent unauthorized data access, maintaining full HIPAA compliance.
We use advanced encryption to safeguard electronic health information (ePHI) throughout every stage—from scanning and storage to transmission. Our robust encryption protocols adhere to HIPAA’s stringent security standards, ensuring that sensitive patient data remains secure at all times.
TierFive’s Facility Security includes electronic access control, 24/7 surveillance, key code restricted access, and secure egress systems designed to protect both paper-based and digital records. Our security measures help prevent unauthorized access to best ensure sensitive health information stays safe.
At TierFive, we enforce strict Access Control policies to ensure that only authorized personnel access medical records. This crucial component of HIPAA compliance helps maintain transparency, accountability, and protect patient data, from unauthorized access to sensitive health information.
Would You Like To Know More?
No obligation — we’ll help define your scope, budget, and compliance needs before you commit.You can contact TierFive for a free consultation or custom quote through the web or by phone at (888) 547-2267