Pricing, Production & Terms

Transparent Pricing, Secure Document Handling, and Clear Expectations for Every Scanning Project

Effective Date: October 8, 2026

At USA IMAGING, Inc., we are committed to providing professional, secure, and reliable document scanning and digitization services with transparent pricing and clearly defined production procedures.

Since 1991, we have helped businesses, law firms, healthcare organizations, government agencies, and individuals convert paper records into organized, accessible digital files.

The following policies outline our pricing structure, document preparation procedures, applicable surcharges, indexing standards, digital file delivery, transportation, storage, and client responsibilities.

1. Standard Box-Based Pricing

Our standard document scanning pricing is based on a storage box measuring 10" × 12" × 15", containing typical office documents.

Standard scanning services generally include:

• Document preparation, including staple and paper clip removal

• Professional document scanning

• Optical Character Recognition (OCR) to create searchable PDF files

• Folder-level indexing using the client's existing filing structure

• Image quality control and verification

• Secure digital file delivery through our remote repository

Pricing may vary depending on document condition, organization, volume, and specific project requirements.

Additional services outside the agreed project scope may incur separate charges.

2. Box-Based Surcharges

Certain document conditions require additional preparation, handling, or processing. The following surcharges may apply.

Oversized Storage Boxes — 50% Surcharge

Boxes exceeding our standard dimensions of 10" × 12" × 15" may incur a 50% surcharge based on the applicable standard box scanning rate.

Mixed Office Documents and Receipts — 50% Surcharge

Boxes containing approximately equal quantities of standard office documents and receipts may incur a 50% surcharge due to additional preparation and handling.

Receipt-Only Boxes — 100% Surcharge

Boxes consisting primarily of receipts may incur a 100% surcharge due to the additional labor required for sorting, flattening, separating, and preparing irregularly sized or fragile materials.

Excessive Dust and Debris — $45 Per Box

Boxes requiring extensive cleaning due to accumulated dust, dirt, cobwebs, or other debris may incur an additional $45 handling charge per box.

Rodent Contamination or Suspected Biohazards

Boxes containing rodent droppings, bodily fluids, or other potentially hazardous substances may be isolated, declined, or referred for specialized handling.

Additional charges, when applicable, will be evaluated and communicated before processing. USA IMAGING reserves the right to refuse materials presenting health or safety concerns.

Mold and Mildew Contamination

Materials exhibiting visible mold, mildew, or suspected microbial contamination may require specialized handling or may be declined.

Additional charges will be determined based on the condition of the materials and any necessary precautions.

Wet or Moist Documents — Starting at $100 Per Box

Documents requiring separation, air-drying, or stabilization before scanning may incur additional handling charges starting at $100 per box.

Severely damaged materials may require specialized treatment or may be declined.

Significant additional charges identified during inspection will be communicated to the client for approval before the affected work proceeds.

3. Document Preparation and Original Materials

Standard preparation includes removing staples, paper clips, and other fasteners necessary for scanning.

Unless otherwise specified in the project agreement:

• Documents are scanned in their existing order whenever reasonably practical.

• Existing folder organization is maintained for digital indexing.

• Original documents are not automatically reassembled with staples or paper clips after scanning.

• Loose reassembly, binder reconstruction, and specialized handling are available upon request and may incur additional charges.

• Binders, plastic sleeves, dividers, and other organizational materials may be separated during preparation.

Original documents will not be shredded or permanently destroyed without written client authorization.

Clients requiring the return of binders, folders, sleeves, or other organizational materials should communicate these requirements before production begins.

4. Document Indexing and File Organization

Standard folder-level indexing is included with qualifying document scanning projects.

Digital files are generally named and organized according to the existing folder labels or filing structure supplied by the client.

Documents received without identifiable folders, labels, or an established organizational structure may be grouped under general file names such as "Miscellaneous."

Additional indexing services are available, including:

• Client, case, or matter-based indexing

• Custom file naming conventions

• Individual document identification

• Data extraction and metadata capture

• Customized folder structures

• Spreadsheet-based indexing

Detailed indexing and custom data capture services are quoted separately based on project requirements.

5. Digital File Delivery and Secure Repository

Completed digital files may be delivered through USA IMAGING's secure remote file repository or approved physical storage media.

Our secure repository allows clients to access and download their completed digital files.

Standard repository access is provided at no additional charge during the delivery period specified in the project agreement.

Clients are responsible for downloading, reviewing, and maintaining their own copies of completed files.

Extended repository access or specialized storage arrangements may be available upon request.

Digital File Deletion

Digital files will not be intentionally destroyed contrary to applicable written retention agreements or client authorization.

Requests for digital file deletion must be submitted in writing. Removal of files and associated backups will be handled according to applicable retention obligations and technical backup procedures.

6. USB and External Storage Media

Clients may request delivery of completed files on USB flash drives or external hard drives.

Standard media charges are:

• USB Flash Drives: $10–$55, depending on capacity and specifications

• External Hard Drives: $200–$500, depending on capacity, brand, and specifications

Encrypted or password-protected delivery options may be available upon request.

Specialized media, additional copies, or encryption requirements may incur separate charges.

7. Pickup and Delivery Services

USA IMAGING offers document pickup and delivery services throughout San Diego County and surrounding areas.

Transportation charges are determined by distance, document volume, handling requirements, and project logistics.

A standard local delivery fee of $75 per trip may apply.

Extended-distance transportation, large-volume pickups, special handling, and multiple trips are quoted separately.

Applicable pickup and delivery charges will be identified in the project estimate or agreement.

8. Post-Scanning Storage Policy

Following project completion, USA IMAGING provides a 14-day complimentary storage period for original documents unless otherwise specified in writing.

After the complimentary period, a storage charge of $1.50 per box, per day will apply until the materials are returned, transferred, or otherwise handled according to written client instructions.

Long-term storage arrangements may be available upon request and are subject to a separate agreement.

USA IMAGING will not shred or dispose of original client documents without written authorization.

Clients are responsible for providing timely instructions regarding the return, continued storage, or authorized destruction of their original records.

9. Confidentiality and Document Security

USA IMAGING recognizes the importance of protecting confidential, proprietary, legal, medical, and business records.

We maintain procedures designed to safeguard client materials throughout receipt, preparation, scanning, quality control, storage, and digital delivery.

Our security procedures include:

• Restricted access to client records

• Secure document handling and storage

• Controlled digital file access

• Production tracking and quality control

• Secure electronic file delivery

• Chain-of-custody documentation when required by the project agreement

Additional security, confidentiality, regulatory, or contractual requirements must be disclosed and agreed upon before the project begins.

10. Estimates, Production Schedules, and Additional Services

Project estimates are prepared using the information provided by the client, including document volume, condition, organization, and requested services.

Final pricing may be adjusted when actual project conditions differ materially from the original estimate.

Examples include:

• Additional boxes or documents

• Unexpected document preparation requirements

• Specialized scanning or document handling

• Custom indexing or data extraction

• Additional transportation or storage services

• Changes to the agreed project scope

Significant changes to the original scope will be communicated to the client for approval before additional work proceeds.

Production schedules are estimates and may vary depending on project volume, document condition, equipment availability, and other operational requirements.

Guaranteed completion dates must be confirmed in writing.

11. Client Review and Acceptance of Digital Files

Clients are encouraged to review completed digital files promptly upon delivery.

Any concerns regarding missing files, image quality, indexing, or other deliverables should be reported as soon as reasonably possible so they can be investigated and addressed.

USA IMAGING will make reasonable efforts to correct verified scanning or processing errors attributable to our services.

Requests for additional work or changes beyond the original agreed scope may incur additional charges.

12. Specialized Scanning Projects

Projects involving bound books, laboratory notebooks, oversized drawings, fragile historical records, photographs, scrapbooks, or other specialized materials may require separate pricing and production procedures.

These projects are evaluated based on material size, condition, handling requirements, scanning resolution, and requested digital deliverables.

Specialized scanning terms will be included in the applicable estimate or project agreement.

13. Client Agreement and Policy Applicability

By authorizing USA IMAGING to proceed with scanning or digitization services, the client acknowledges the applicable pricing, production procedures, and service terms communicated in the approved estimate, project agreement, and this policy.

Additional services and applicable charges will be reflected in the final invoice.

Where a separately executed written agreement contains terms that differ from this general policy, the terms of that agreement will take precedence.

USA IMAGING reserves the right to update its general pricing and production policies. Changes will not retroactively alter the terms of an existing signed project agreement unless mutually agreed upon in writing.

Questions About Our Policies or Services?

We welcome the opportunity to discuss your document scanning requirements and provide a detailed, no-obligation estimate.