Data infrastructureyou own.

For confidential files, no. We scan on site, in your office, and the boxes never leave the building. For bulk archives, where you'd rather we took them, we can scan off site under sealed tote custody with the same numbered manifest and checksum. Which one applies to you is decided at the audit and written into the scope before anything moves. When the digitizing is done the archive runs on your hardware, under your key, and we keep no copy of your records.

That's your decision, not ours, and we won't make it for you. Your paper stays yours. You can have the originals back, keep them in storage, or authorize destruction in writing. If you choose destruction, we arrange it with a certified shredding firm at that point, name them to you before anything moves, and the certificate comes back into your archive. Nothing is destroyed without your signature on the authorization.

We could, and we won't. Hosting your records would make us one more vendor holding your data, which is the exact dependency this work exists to remove. Everything we build runs on hardware you own. If you don't have the hardware, we spec it, you buy it, and it's yours. Our job is to set it up, hand you the key, and be replaceable.

For search alone, you probably wouldn't. Any firm can put document search on a shared drive in an afternoon, and if that's all you want, do that instead and keep your money. What a drive won't do is get twenty years of paper into it correctly, keep it current as new files arrive, or surface which categories are past their cited retention window this quarter. That's the work, and it's the part that's done by a person rather than a product. The honest comparison isn't against a subscription you already have. It's against what a part-time records clerk costs, or the hours somebody here already spends hunting for files.

The window is quoted in writing at the audit, on your actual boxes rather than on an average, because box density varies more than people expect. Larger projects get a written schedule in the agreement. We'd rather give you a date we can hold than a fast one we can't.

You'll hear about it from us first. Every box is reconciled against a numbered manifest with a checksum, so a page that failed to read comes back as a flagged line on the reconciliation rather than a gap you discover in four years. We rescan flagged pages at our cost. Where the original is genuinely illegible, we tell you that in writing instead of quietly passing it through.

They keep working, because they were never ours to switch off. Everything runs on your equipment and you hold a copy of the key from the day we hand it over, so nothing about it depends on us being reachable. Before your first box is scanned you also get the recovery runbook in writing, so another vendor or your own IT could take it over without needing anything from us. That's the point of building on your hardware rather than renting it back to you.

No, and this is the honest answer rather than the sales one. The archive is yours, it runs on your equipment, and it keeps working whether or not we're involved. What ongoing Care buys is that somebody keeps it current: patched, fed with your new files, and with your retention schedule reviewed each quarter so what's due for review reaches you with its citation instead of sitting unnoticed. Plenty of clients take the archive and run it themselves. That's a fine outcome.

Thirty days in writing, which is the same notice we owe you. It's worth saying what's not in the agreement: there's no minimum term to run out, nothing renews automatically, and there's no cancellation fee. You pay for work already done and accepted, and that's the end of it. We'd rather tell you this before you sign than have you find it out afterwards. If leaving were made deliberately harder than joining, you shouldn't trust us with your records in the first place.