We don’t scan files. We Scanalyze them.™
ScanMyDocs scans, indexes, and delivers sensitive records for law firms, medical practices, and property managers, at our facility or on your premises, with a documented chain of custody from the moment we pick up a box to the moment you have your files.
Background: planned layout of our new Long Island production facility.
Every job ends with organized, searchable files named the way your office already works.
Transfer boxes, closed case files, medical charts, and business records converted to clean PDFs, with staples, clips, and sticky notes removed by hand.
Find a name, date, or invoice number in seconds instead of digging through a file room.
Client names, account numbers, dates, and document types captured and exported to Excel or CSV.
Separator sheets split and name documents automatically, so large batches come back organized.
Books, bound ledgers, minute books, and fragile volumes scanned page by page, with care for the binding. We review each volume with you before we start.
When scanning alone doesn’t fix the problem, we build the software that does. See examples.
Scanalyze™
After we scan your boxes, Scanalyze reads every page, works out what each document is, puts each one back together, and files it with a clear name. A storage company tells you where your boxes are. We tell you what’s in them.
We scan and OCR every page, so all the text is searchable.
AI reads every page on our own computers and identifies it: who sent it, what kind of document it is, the date, the account, and the page number.
Our rules check the AI’s work, rebuild each document (even when its pages were out of order or in different stacks), then name it and file it. Anything uncertain goes to a Needs Review folder for a person to check. Nothing is filed wrong silently.
Is it AI? Yes, and it never leaves our office. AI does the reading, including a vision model that takes a second look at logos, stamps, and handwriting. Our own rules do the rest. The AI is fast. The rules make it reliable.
For a handful of documents, tools like ChatGPT, Gemini, or Claude are great. They answer questions about a file. Scanalyze turns a pile of loose pages into a filed archive, and the two work well together: once your files are organized, any single document is easy to ask an AI about.
| Free AI chat tool | Scanalyze | |
|---|---|---|
| Reading one page | Excellent | Very good |
| Thousands of pages | Upload limits, a few files at a time | Built for whole boxes |
| What you end up with | Answers in a chat window | Separate, named, filed PDFs plus an index |
| Out-of-order pages | Up to you | Put back together |
| Mistakes | Confident answers, even when wrong | Uncertain items flagged for review |
| Your documents | Uploaded to the tool’s servers | Stay on our computers |
| Your time | Uploading, checking, renaming, filing | Delivered finished |
No. All client documents are processed on our own computers. Our software is improved using samples, only with client permission.
Bank, credit card, mortgage, and investment statements, utility and medical bills, tax forms, insurance papers, letters, and legal notices. For other kinds of files, such as a law firm’s case files, we set it up for your documents using samples first.
They go into a Needs Review folder with a note saying why. Nothing uncertain is filed as if it were finished.
Scanalyze uses page numbers, account numbers, and dates to put each document back together, even when its pages ended up in different stacks.
Yes. Hard pages get a second look from a vision model that reads the image itself. Badly damaged pages are more likely to land in Needs Review.
No. The originals are only read, never changed.
Your chain of custody starts in your office, not ours. Each box gets a barcode at pickup, and every move after that is logged, so you have an audit trail from pickup to delivery.
Boxes are barcoded, wrapped in black vinyl, and loaded into locked steel dolly cages before they leave your office.
Boxes stay locked and tracked by barcode until they’re pulled for prep.
Staples, clips, and sticky notes removed; torn pages repaired; folder order kept.
Scanned, OCR’d, and checked for missing, blank, or unreadable pages.
Files on encrypted media or secure transfer. Originals returned, or shredded with documentation if you choose.
New production facility coming soon. We’re moving into a dedicated, keypad-controlled production space on Long Island, with locked storage cages and restricted access for every stage above.
On-site scanning is built for offices that hold PHI and PII: medical practices, HR departments, and law firms. Our equipment is self-contained, so your data never touches our network and our devices never touch yours.
Security questionnaires are part of the job. Send yours before we schedule. We’ll answer every question in writing and sign a Business Associate Agreement.
These are the questions IT and compliance teams ask us most. We’ll put the answers in writing for your engagement.
No. Our scanning PCs run standalone. Nothing is transmitted during capture, and we never need a login or port on your systems.
Our scanning PCs use BitLocker full-disk encryption, and files are saved to a hardware-encrypted external SSD. Before the job, we’ll give you the make, model, and encryption standard of each device in writing.
No. OCR and quality checks run locally on our encrypted PCs. No files are sent to any outside service.
You take custody of the SSD, with a signed receipt. Any working files on our PCs, including temporary files, are securely wiped, not just deleted, and we confirm it in writing.
Yes. At handoff, your IT team connects the SSD to your server and transfers the files themselves, so our equipment never touches your network.
Yes. We sign a BAA before any work involving PHI begins.
It depends on volume and how much prep the files need. After a walkthrough, we’ll give you a written estimate of days on-site and the space and power we’ll need.
Every closing document in one branded binder that opens in any browser, with the firm’s logo on the cover and the tabs indexed just like PDF bookmarks. No USB drives, printed inserts, cases, or FedEx runs.
Try a live demo binder
Open it, enter the access code, and click Share with Other Side to see how the attorney picks what goes out. Fictional firm and documents.
Access code: CZSQ-EDUQ
Your scanned archive, organized the way your file room already is. Boxes and folders on the left, full-text search across every file, and a built-in viewer with find, page extraction, merging, and exportable indexes. It runs on your own computer, so your files never go to the cloud.
We’ll walk you through it with your kind of files.
Built with an elder law firm’s paralegals. Open a bank statement, draw a box around any transaction, and the tool drafts the explanation. It flags lines still waiting on proof, finds every transaction over a dollar amount you choose, and exports a finished audit report for the attorney.
Paralegals are welcome to take it for a test drive.
Free download
Most PDF readers open one file at a time. Ours opens a whole folder: the first page of every PDF runs along the bottom, and every page of the file you’re in sits on the left. It’s the tool we use to check scanned boxes, and you’re welcome to it. Reorder, pull out, delete, and print pages, then save over the original or as a copy.
Windows 10 and 11. Nothing to install: unzip and run.
Free, released under the GNU AGPL v3, built with PyMuPDF.
Most of our custom tools started as one client’s headache. If a paper process is costing your staff hours every week, we can usually scan it, organize it, and build the tool that fixes it.
Elder law firm
We built a bank analysis tool for their paralegals. Draw a box around a transaction and it drafts the explanation, flags lines still waiting on proof, and exports a finished audit report for the attorney. See it.
Property management company
Our tool reads the account numbers, matches them against the company’s lookup table, splits the bill by building, and builds the monthly invoice, instead of someone sorting it by hand.
Medical practice
We scanned the charts and built a desktop program to find and manage patient files, plus a companion program for front-desk intake and scheduling.
Law firm
We scanned the archive into a Digital File Room: a searchable browser portal where staff pull up any file in seconds, with a simple built-in PDF viewer. See it.
Real estate attorney
We replaced them with branded browser binders, including a separate copy for the other side. See how it works.
Applications, recertifications, guardianships, nursing home planning, and audit-ready Medicaid files.
Closed case files, litigation support, discovery documents, closing binders, and structured archives.
Tenant files, leases, vendor records, monthly invoices, checks, and property-level organization.
Patient charts, forms, compliance files, HR records, and accounting documents.
Books, fragile papers, photos, bound volumes, and long-term digital preservation.
Invoice scanning, OCR, key field capture, and exports for accounting.
For most projects we quote by the box. Pricing depends on prep, OCR, indexing, file naming, book scanning, data extraction, and delivery. Volume discounts are available for larger projects.
Need a box scanning quote, an on-site plan, closing binders, or help with a paper problem that’s slowing your office down? Tell us about it.
1 East 28th Street, New York, NY 10016
Serving Nassau and Suffolk Counties by appointment
