The Records Conversion Lifecycle
Your records are only as safe as the weakest link in the chain that handles them. Watch how every page moves through twelve security-controlled stages — from the moment our background-checked driver arrives at your loading dock to the final encrypted delivery into your system.
Secure Pickup
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Twelve stages — wrapped in one continuous security envelope
The controls below apply to every box, every page, and every byte that passes through our facility. They are audited annually under ISO 27001:2022.
ISO 27001:2022 Certification
Information Security Management System audited and certified by an internationally accredited body. View our Trust Centre →
Background-Checked Staff
Every driver, prep tech, scanner operator, and QC technician passes a comprehensive background screening before touching client records.
Controlled-Access Facility
12,000 sq ft secure production center with badge entry, 24/7 surveillance, environmental controls, and segregated client work zones.
Documented Chain of Custody
Signed transfers and unique tracking IDs at every handoff — pickup, intake, prep, scan, QC, and delivery. Auditable from box one to byte one.
Encrypted Digital Delivery
Final files transferred via SFTP, encrypted hard drive, or secure cloud upload — AES-256 encryption in transit and at rest.
100% In-House Processing
No subcontracting, no overseas processing, no third-party scanning floors. Every page stays inside our Oldsmar, FL facility.
Audit-Ready Logging
Every system action — file access, image edit, metadata change, export — is logged with user, timestamp, and reason for compliance review.
Certificate of Destruction
If you authorize destruction, you receive a signed Certificate of Destruction matching your retention policy and regulatory requirements.
A process built for accuracy, security, and accountability
Every stage exists for a reason. Here is what our twelve-step lifecycle delivers when your records arrive on the other side.
Unbroken Chain of Custody
Signed, timestamped transfers at every handoff so you always know who is responsible for your records.
Verified Image Quality
Two-pass quality control ensures every page is sharp, complete, and properly oriented before it leaves our facility.
Searchable, Indexed Output
OCR plus structured metadata fields turn paper into a searchable digital archive your team can actually find.
Drop-In System Integration
We deliver into Laserfiche, OnBase, M-Files, Tyler, custom databases, or any SFTP target you specify.
ISO 27001:2022 Controls
The same information security controls applied to your records that an internationally certified auditor verified.
Compliant Disposition
Originals are returned, securely stored, or destroyed with a Certificate of Destruction matching your retention policy.