AEC Document Scanning in Phoenix, AZ

Project record digitization for Phoenix-area architects, engineers, and contractors. Drawings, specifications, submittals, RFIs, change orders, and full as-built record sets. We built this operation around AEC documents in 1987 and we’ve been doing it ever since.

Get a Free Scanning Quote Call 602-224-9971

Up to 54″ Wide
Drawings, specs, oversize

Full Project Records
Drawings + specs + submittals

OCR & Searchable
Every page text-indexed

Free Pickup
Phoenix metro

Since 1987
Arizona’s AEC specialists

Project Records We Digitize

AEC firms accumulate three kinds of paper: project drawings (the big stuff), project specifications and correspondence (the boxes), and as-built record sets (the legally required closeouts). All three need to live somewhere retrievable for decades. We handle all three.

Architectural Drawings — Floor plans, elevations, sections, full sheet sets up to 54″ wide
Engineering Drawings — Structural, MEP, civil, plumbing, electrical drawings
Specifications (CSI Divisions) — Full project spec books, often 500-2,000 pages per project
Submittals & Shop Drawings — Approved, rejected, and resubmitted sets indexed by spec section
RFIs and Responses — Full RFI logs scanned and indexed by number, date, and trade
Change Orders & Bulletins — CCDs, ASIs, change orders with supporting documentation
Closeout Packages — Complete as-built record sets per AIA Document A201 §3.11
Punch Lists & Project Correspondence — Project meeting minutes, daily logs, correspondence files
Site & Survey Plans — Civil site plans, topographic surveys, utility drawings
Legacy Project Archives — Pre-digital project records from 1980s-2000s — bluelines, sepias, vellum
Permit & Plan Review Documents — City of Phoenix and Maricopa County plan review correspondence
Inspection Reports — Special inspection reports, deputy inspector records

Phoenix AEC Firms That Trust Our Scanning

Most AEC firms have the same problem: 30 years of completed projects living in banker boxes that nobody can find anything in, plus active projects that get archived to the same box system the moment closeout happens. Digitization fixes both at once.

Architects — Project archives + active job documentation organized for instant team access
Structural Engineers — Stamped drawings, calculations, project files retained for statute of repose periods
MEP Engineers — Submittal logs, equipment cut sheets, system documentation digitized by trade
Civil Engineers — Site plans, drainage reports, grading plans, survey records
General Contractors — As-built record sets, project correspondence, change order documentation, owner deliverables
Subcontractors — Shop drawings, submittal logs, payment applications, change order archives
Surveyors — Field notes, survey records, plats, easement documentation
Construction Managers — Owner’s project archives, full project records for closeout deliverables
Design-Build Firms — Combined design and construction records under one project archive
Public Agencies & Municipalities — Permit archives, plan review records, public works project documentation
Real Estate Developers — Project archives spanning multiple developments, retained for warranty and litigation periods

Capabilities Built for AEC

Generic scanning vendors don’t know what a Section 03 spec book looks like or how a submittal log is organized. We do. Here’s what that means in practice:

Sheet-set integrity preserved. A 200-sheet architectural set scanned with sheets in order, bookmarked by sheet number, with the original index page mapping bookmarks for navigation.
Spec book OCR with CSI section recognition. Spec books OCR’d with bookmarks at every CSI division (01 General Requirements, 03 Concrete, 09 Finishes, etc.).
Submittal logs indexed by spec section. Submittals organized to match your spec, not to match the order they were received.
RFI consolidation. Full RFI log scanned as a single navigable PDF with the original RFI, attached drawings, response, and resolution all linked.
Change order documentation packaged. CCDs, ASIs, change orders, and supporting documentation packaged so the chain of authorization is clear.
As-built closeout delivery. AIA-compliant closeout packages delivered as the owner’s record set, ready for handoff at substantial completion.
Stamped drawing preservation. Engineer stamps, architect seals, and signatures scanned at high resolution to remain clear and verifiable.

AEC Document Retention — What Arizona Law Says

Statute of repose: Arizona A.R.S. § 12-552 — claims arising from project defects must be brought within 8 years of substantial completion. Project records should be retained at least that long. Many firms retain 10+ years for risk management.
AIA Document A201 §3.11: Contractor maintains as-built record set of drawings, specs, addenda, change orders, RFIs, approved submittals, and other modifications. Delivered to owner at completion.
Federal projects (USACE, GSA, VA): Retention requirements per contract — typically 7-10 years post-completion with stricter rules for federal records.
LEED documentation: Project documentation retained for the duration of certification plus periods specified by USGBC.
Stamped drawings: Arizona Board of Technical Registration requires registrants to maintain a copy of every sealed drawing for the registrant’s career.

Digital archives satisfy all of these. Paper-only archives create searchability problems and physical-storage costs without satisfying any of them better than digital does.

How AEC Scanning Works

Free Quote and Project Scoping — Tell us what you’ve got. Written estimate before any work begins.
Free Pickup — From your office, project trailer, archive room, or storage unit anywhere in the Phoenix metro. Locked containers, documented handoffs.
Scanning Across All Sizes — Standard documents on production scanners, large-format drawings on Contex and Colortrac wide-format scanners up to 54″. Fragile or legacy media handled with care.
Indexing the Way AEC Firms Need — By project number, sheet number, spec section, RFI number, submittal number, change order number, or your firm’s existing system.
Searchable Delivery — OCR’d PDFs delivered via cloud, SFTP, USB drive, or external hard drive. Files named and organized to match your project filing convention.
Originals: Return or Securely Destroy — Active project records typically returned. Closed-project records destroyed (with certificate) once the digital copy is verified.

Frequently Asked Questions

How long does Arizona require us to keep project records?

Arizona A.R.S. § 12-552 sets a statute of repose of 8 years from substantial completion for defect claims. Most firms retain records 10+ years for risk management. Federal projects, stamped drawings, and LEED documentation have additional retention requirements.

Do you scan specs and submittals, not just drawings?

Yes. Spec books OCR’d with CSI division bookmarks, submittal logs indexed by spec section, RFI logs consolidated with attachments and responses, change orders packaged with supporting documentation. The full project record, not just the sheets.

What’s the largest sheet you can scan?

54 inches wide on our Contex and Colortrac wide-format scanners. We scan E-size, ARCH-E1, and most oversize architectural and civil drawings without cropping or stitching.

Can you scan project records at the job site?

Yes. For active projects with closeout in progress, we coordinate pickup at the project trailer or on-site scanning when records can’t leave the site.

How do you handle stamped drawings and engineer seals?

High-resolution scanning preserves the stamp and signature in clear, verifiable form. Arizona Board of Technical Registration requires you to retain a copy of every sealed drawing for your career — digital archives make that practical.

What format do you deliver?

OCR’d searchable PDFs by default, organized to match your project filing convention. Also TIFF, JPEG, or any format your project management system needs (Procore, Plangrid, Bluebeam, Autodesk Construction Cloud).

Can you integrate with our project management system?

We deliver files in the format and folder structure your system needs. Direct integration with Procore, Plangrid, Bluebeam Studio, or Autodesk Construction Cloud is available.

What about closeout deliverables?

We deliver AIA-compliant electronic closeout packages — the owner’s record set with all required components.

Digitize Your Project Records the Right Way

Whether it’s an active project closeout, a 30-year archive cleanup, or a single architect’s career-record consolidation, we handle the project from estimate to certificate of destruction.