For government contractors

Document Scanning
for Government Contractors

Scan contract, personnel and compliance records with one touch, and find them in seconds when an auditor asks.

  • Searchable PDFs
  • Month-to-month
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Encrypted data
Cloud backup
The cost of paper

Why are paper records harder to manage for government work?

Federal agencies are moving to electronic records, and paper slows you down when a contracting officer asks for a file.

$122 per misfiled document

The average cost to find a misfiled document, according to PricewaterhouseCoopers.

7.5% of documents lost

The same study estimates that 7.5% of all company documents are lost completely.

400 hours searching

What an average office employee spends every year looking for documents.

Which contract records can you digitize?

  • Contracts and modifications
  • Task orders and proposals
  • Correspondence
  • Invoices and timesheets
  • I-9s and personnel records
  • Training records and certifications
  • Subcontracts and agreements
  • Reports and sign-offs
  • Project deliverables
How it works

How does it work in 4 steps?

From the scanner to a searchable, encrypted record.

  1. Place the documents

    Load them into the Fujitsu fi-7160: 70 pages per minute, double-sided, 80-sheet feeder, up to 600 dpi.

  2. Press Scan and index

    Enter fields such as contract number, name and section on the touchscreen.

  3. OCR makes it searchable

    Pages are saved as PDF files you can search by their content.

  4. Stored safely in the portal

    Files are encrypted and backed up multiple times, ready to view from any browser.

Hand pressing the Scan button on the Scanning Assistant touchscreen next to the Fujitsu scanner
Features

Built for contract records

Unlimited scanning

Scanner, touchscreen and PC included. Scan as much as you need.

Sections and permissions

Contract managers see contract files; HR or security staff see only I-9s, training and certifications.

Search any field

Find records by name, contract number or any index field you define.

Missing items and alerts

See what is not scanned yet, and get alerts for expiring certifications and trainings.

Import electronic files

Keep the PDFs and images you already have next to your scanned paper records.

Secure and yours

Encrypted, backed-up storage. You own the data, month-to-month.

See it in action

Your records, organized and complete

Find it in seconds

Search and view records in the secure online portal.

Control who sees what

Custom sections with view permissions per user.

Know a file is complete

See which required items are still missing.

Frequently Asked Questions

Scanning Assistant installs an on-site scanning station with a Fujitsu fi-7160 scanner and a touchscreen for one-click scanning. Documents are saved as PDFs, made searchable with OCR and stored in a secure, encrypted online portal.

Yes. Files are organized into custom sections, and each section has view permissions by user account.

No software makes a company compliant on its own. Scanning Assistant helps you organize, index and retrieve your records quickly so you can respond when they are requested.

Yes. Scanning Assistant offers reports and alerts for date-sensitive documents such as certifications or required trainings.

No. The scanning station includes a Fujitsu fi-7160 scanner, a touchscreen and a PC built for scanning, and you can scan an unlimited amount of documents.

No. Scanning Assistant works month-to-month with no long-term contracts, and the client owns the data.

Ready to go paperless?

Book a free demo and see how it would work with your documents.

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