On-site scanning · Indexing · Certified destruction
Secure Document Retrieval scans, indexes and, when you are ready, destroys paper records on site — for medical practices, contractors, utilities, HOA managers, carriers, and any business holding files it can't just throw out. We come from the medical-records world, where the paper never leaves the building and nothing touches the internet.
What We Do
Three services, one rule: your paper stays where it is. We bring the equipment and the two of us to your building, and the only copy that leaves travels on an encrypted drive.
We work through your boxes, cabinets and drawers where they stand and return searchable files within ten business days — one folder per job, patient, driver or association, every document findable by name and date. Nothing rides in a truck and nothing goes to a warehouse.
Where we started. We obtain patient records on behalf of healthcare providers and legal professionals — on location or remotely — and we take custody of a closing or retiring practice's charts, keeping them searchable and answering release requests for as long as the retention clock runs.
Once you have signed off on the searchable archive, we arrange certified destruction of the paper in your own parking lot, with the certificate in your hand the same day — so your compliance file shows what was scanned, when, and what became of the originals.
How We Work
From a ten-minute call to a searchable archive, without the paper ever leaving your building.
How many boxes, what kind of paper, where it sits. That is enough to tell you whether this fits and what it will cost. No site survey, no proposal cycle.
Two operators, our equipment, your building. We work through the boxes where they are — early, late, or a Saturday if that is when the office is quiet. The paper never leaves.
The scans travel on an encrypted drive to a machine with no internet connection, where they are made searchable, indexed by name and date, and checked by a person.
Within ten business days you have the searchable archive on a drive. Sign off, and we arrange certified destruction of the paper on your premises, certificate in hand.
Pricing
Most scanning vendors quote only after a sales call. Ours is published. It covers on-site scanning, OCR, indexing, a searchable archive on an encrypted drive, and the ten-minute call — everything except destruction, which is optional.
| Job size | Per banker's box |
|---|---|
| 1 to 9 boxes | $175 |
| 10 to 24 boxes | $150 |
| 25 boxes and up | $125 |
| Certified on-site destruction | + $20 |
No job minimum. One box is the trial: we scan it, index it and hand it back searchable so you can see the result before you commit to the rest.
A banker's box is roughly 2,000 to 2,500 sheets. The rate applies to the whole job — bring us ten boxes and all ten are $150.
Count what you have. Drawers are converted to boxes using standard records-management figures and assumed full; the phone call sets the real number.
Estimates are for planning. Your quote comes from a ten-minute call. The market range is built from published 2026 cost guides so it matches what our price includes: the vendor's base scan rate plus the OCR and indexing most vendors add on. General business records: $225 to $400 per box (Emerald Document Imaging $0.08 to $0.18 per page plus $0.01 to $0.03 OCR; Recordsforce $200 to $400 plus OCR and indexing; Overland Printing, Phoenix $175 to $275 base). Medical or legal records: $350 to $550 per box (Overland Printing, Phoenix, 2026). Our rate does not change by record type.
Because you'll ask, and you should. Our scanning and indexing software was built with AI, for a fraction of what custom software cost even two years ago. That saving is in the price — not a thinner service. Two experienced operators still do the work, and a person still checks it.
None of it touches your records. AI built our tools; it does not read your files. Scanning and indexing run on a machine with no internet connection, the only copy travels on an encrypted drive, and the paper never leaves your building.
Already a customer? Invoices can be paid online by card or bank transfer. Bank transfer costs us less, and we'll say so on the invoice.
Pay an Invoice Online payment is being set up. Until the link is live, the invoice carries the payment instructions.Get In Touch
Reach either of us directly. A ten-minute call is enough to tell you whether this fits — and if you would rather we just stop by, say so.