---
title: "Scanning Old Documents Safely: Why Professional Services Matter"
description: Protect fragile records with expert help. Learn why scanning old documents is safest with MES’s professional, secure digitization services.
image: https://blog.mesltd.ca/hubfs/Shutterstock_2224717605-min.jpg
---

Contact us today! [905-475-9263](tel:+19054759263)

[![MES Hybrid Document Systems](https://blog.mesltd.ca/hs-fs/hubfs/Torontodocumentscanning_June2015/MES-Logo-Tagline2.png?width=492&name=MES-Logo-Tagline2.png)](https://www.mesltd.ca)

# Scanning Old Documents Safely: Why Professional Services Matter

Posted by [MESHDS](https://blog.mesltd.ca/author/meshds) on Jun 17, 2016 11:00:00 AM

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![A stack of old, fragile paper documents resting on a wooden surface, symbolizing the need for scanning old documents safely through professional digitization services.](https://blog.mesltd.ca/hs-fs/hubfs/Shutterstock_2224717605-min.jpg?width=1100&height=630&name=Shutterstock_2224717605-min.jpg)

Every organization relies on historical records—contracts, invoices, personnel files, or archival materials—to [meet compliance](https://www.mesltd.ca/compliance), legal, and operational needs. As these paper documents age, they become brittle, faded, and increasingly difficult to handle safely. A single lost or damaged record can lead to failed audits, legal exposure, or costly data recovery efforts.

That’s why [scanning old documents](https://www.mesltd.ca/document-scanning-services) is essential for any organization managing long-term records. The goal isn’t just preservation—it’s about maintaining accessibility, accuracy, and security. Yet, safely converting fragile materials into digital form demands more than a standard office scanner. It requires specialized handling, equipment, and expertise to digitize old paper records without causing damage or data loss.

## What Are the Risks of Scanning Old Documents Yourself?

Attempting to [manage scanning](https://blog.mesltd.ca/5-tips-for-a-successful-document-imaging-project) old documents internally may seem efficient, but fragile materials require more than office-level tools. Without the right expertise, equipment, or process controls, the risk of permanent damage increases sharply.

### Physical risks

Aged paper tears easily, ink may fade under bright scanner lights, and oversized records like ledgers or maps often don’t fit standard feeders. Each manual touch increases the chance of damage.

### Compliance risks

If critical financial or legal files become unreadable, missing, or misfiled, organizations can face failed audits, regulatory penalties, or litigation. In industries governed by strict retention laws, poor imaging practices create serious exposure.

### Operational risks

Disorganized scanning projects slow workflows, cause version confusion, and make record retrieval unreliable.

### Security risks

Inexperienced teams may overlook chain-of-custody protocols or store digital copies insecurely, exposing sensitive data.

## Preparation: Beyond Simple Sorting

[Before scanning](https://blog.mesltd.ca/boost-efficiency-and-accessibility-find-the-best-file-format-for-scanning-documents) old documents, proper preparation determines whether a project succeeds or risks data loss. Professional document scanning teams begin with a detailed assessment to identify fragile, oversized, or restricted materials that require special handling.

Each file is inventoried, labeled, and tracked to maintain visibility throughout the process. This step is essential when managing thousands of records across departments or storage locations. For organizations with compliance obligations, documented chain-of-custody tracking ensures every file’s movement is logged from pickup to digital delivery.

Secure transportation and handling procedures are equally important. Boxes and folders must be packed, transferred, and unpacked under conditions that prevent bending, tearing, or exposure to humidity. These protocols ensure that even the most delicate materials arrive at the scanning facility safely—[ready for digitization](https://blog.mesltd.ca/digital-transformation-and-business-process-improvement-synergies-and-strategies) with no loss of integrity.

## Why Is Professional Document Scanning Safer for Fragile Records?

The condition of old records can vary widely, from brittle pages to [oversized maps](https://blog.mesltd.ca/7-reasons-why-scanning-blueprints-other-large-documents-is-important) and bound ledgers. Protecting them during digitization requires a controlled environment and purpose-built technology.

Professional [archival document scanning](https://blog.mesltd.ca/4-benefits-youll-get-from-archive-document-scanning-solutions) facilities maintain consistent temperature and humidity levels to prevent paper degradation. This controlled setting keeps fragile documents stable before and during scanning.

Specialized scanners make a critical difference. High-capacity flatbed and non-destructive models handle fragile or irregular materials without feeding stress or curvature that can cause tears. Trained technicians adjust light exposure, resolution, and pressure to capture every detail without harm.

[MES Hybrid Document Systems](https://www.mesltd.ca/) operates one of Canada’s most advanced conversion facilities, equipped to digitize old paper records safely and accurately. Every element—from the environment to the hardware—is designed to minimize handling risk and ensure a precise, high-quality digital result.

## Risk Mitigation and Quality Assurance

Every stage of scanning old documents requires built-in safeguards to protect both the physical materials and the digital output. Professional teams follow structured processes that [identify risks](https://www.mesltd.ca/mitigate-risk) early and maintain accuracy from start to finish.

Quality control begins during document intake and continues through scanning, indexing, and delivery. Each batch is checked for clarity, completeness, and alignment with the original files. Damaged or illegible documents are flagged for reprocessing before the project advances.

Contingency plans address materials too fragile for standard handling. In these cases, technicians use low-contact imaging methods to prevent further deterioration. Multiple levels of verification confirm that every image is accurate, complete, and ready for secure storage.

MES applies these same quality standards across all projects, ensuring reliable results even for [high-volume archives](https://blog.mesltd.ca/a-complete-guide-to-the-bulk-document-scanning-process) containing thousands of delicate pages.

## Compliance, Security, and Confidentiality

Digitization projects often involve records subject to strict regulatory oversight. Financial statements, patient files, and [government documents](https://www.mesltd.ca/document-solutions/municipal-government) all require precise handling to [maintain compliance](https://blog.mesltd.ca/compliance-made-simple-the-magic-of-document-management-systems). Professional secure document scanning services ensure these requirements are met from collection to digital delivery.

MES follows documented chain-of-custody procedures that verify who handles each file, where it travels, and how it is secured. This transparency reduces the risk of misplaced or altered records, an essential safeguard during audits or legal reviews.

[Data security](https://blog.mesltd.ca/the-impact-of-document-archiving-on-data-security-a-comprehensive-analysis) is equally critical. All scanned files are encrypted and stored within protected systems that meet industry standards for privacy and access control. [Compliance ](https://blog.mesltd.ca/document-indexing-for-compliance-ensuring-you-meet-regulatory-requirements)frameworks, such as PIPEDA and HIPAA, guide MES protocols, ensuring that sensitive information remains confidential throughout the project lifecycle.

By combining regulatory expertise with proven security measures, MES protects both physical documents and their digital counterparts from exposure or loss.

## Deliverables After Scanning

[Successful scanning](https://blog.mesltd.ca/choosing-the-right-dpi-for-scanning-documents-tips-and-tricks) of old documents goes beyond image capture. It’s about creating usable, secure digital assets that integrate smoothly into enterprise systems.

Once scanning is complete, each file is indexed and tagged with metadata for quick retrieval. Accurate labeling allows staff to search records by name, date, or category without sorting through folders or filenames.

Digital preservation is another priority. MES delivers files in stable, non-proprietary formats suitable for long-term storage and archival access. Backup copies are created to protect against hardware failure or accidental deletion, ensuring that valuable data remains available for years to come.

For organizations using [document management systems](https://www.mesltd.ca/document-management-software/) (DMS or EDRMS), MES provides seamless integration. Digital records are organized within [existing workflows](https://blog.mesltd.ca/improving-your-workflow-with-document-automation), improving accessibility while maintaining compliance and security standards.

## How Does MES Ensure Safe and Secure Document Scanning?

MES ensures safe and secure [scanning of old documents](https://blog.mesltd.ca/how-to-choose-the-right-document-scanning-company-for-your-project) through a combination of controlled environments, advanced equipment, and proven data-handling protocols. Every step—from collection to digital delivery—is designed to protect both the physical records and the information they contain.

1. Controlled facilities: MES operates a dedicated conversion centre with temperature and humidity control to prevent paper degradation and maintain document stability throughout the project.
2. Specialized equipment: High-capacity flatbed and non-destructive scanners are used to digitize [old paper records](https://blog.mesltd.ca/old-paper-documents) without bending or stress, preserving fragile materials.
3. Trained professionals: Certified technicians handle every document with precision, adjusting imaging settings to ensure clarity, accuracy, and compliance.
4. Secure processes: Each project follows documented chain-of-custody and encryption protocols to maintain confidentiality and data protection from start to finish.

With this integrated approach, MES consistently delivers high-quality, compliant, and [fully secure](https://blog.mesltd.ca/document-security-protecting-your-business-with-electronic-document-management-system) results for clients across finance, healthcare, education, and government sectors.

## Protect Your Records—Partner with MES for Safe, Professional Scanning

Attempting [to scan old documents](https://blog.mesltd.ca/what-are-your-best-archive-document-scanning-solutions) without professional support can put irreplaceable records at risk. Brittle pages tear easily, ink fades, and poorly captured images can render vital information unusable. For enterprises managing compliance-bound or archival materials, those risks translate into legal, operational, and financial exposure.

MES ensures that every document—no matter its age or condition—is digitized safely, securely, and accurately. Our secure document scanning services combine advanced equipment, controlled facilities, and trained specialists who understand how to preserve fragile information while improving accessibility.

Protect your organization’s history and maintain compliance by choosing a proven partner. [Contact MES Hybrid Document Systems today](https://mesltd.hs-sites.com/get-a-quote) to discuss your digitization project and learn how professional archival document scanning safeguards your records for the future.

## Frequently Asked Questions

 Why shouldn’t I scan old documents myself?

Old documents are often brittle or faded. Using standard office scanners can cause tears, light damage, or data loss. Professional services use specialized flatbed and non-destructive scanners that protect fragile materials.

 How does professional document scanning protect data security?

Certified scanning providers like MES follow strict chain-of-custody, encryption, and compliance protocols to ensure files remain secure and confidential during every stage of the process.

 What types of documents can MES safely digitize?

MES can scan everything from invoices and contracts to oversized maps, ledgers, and archival records, handling each with the appropriate equipment and environmental controls.

 

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- [customer service experience (2)](https://blog.mesltd.ca/topic/customer-service-experience)
- [data theft (2)](https://blog.mesltd.ca/topic/data-theft)
- [digital files (2)](https://blog.mesltd.ca/topic/digital-files)
- [digital organization (2)](https://blog.mesltd.ca/topic/digital-organization)
- [document management services (2)](https://blog.mesltd.ca/topic/document-management-services)
- [document preservation (2)](https://blog.mesltd.ca/topic/document-preservation)
- [document protection (2)](https://blog.mesltd.ca/topic/document-protection)
- [document scanning equipment (2)](https://blog.mesltd.ca/topic/document-scanning-equipment)
- [mailroom (2)](https://blog.mesltd.ca/topic/mailroom)
- [metadata (2)](https://blog.mesltd.ca/topic/metadata)
- [microfiche scanner (2)](https://blog.mesltd.ca/topic/microfiche-scanner)
- [microfilm readers (2)](https://blog.mesltd.ca/topic/microfilm-readers)
- [microfilm scanning in Ontario (2)](https://blog.mesltd.ca/topic/microfilm-scanning-in-ontario)
- [microfilm storage (2)](https://blog.mesltd.ca/topic/microfilm-storage)
- [paperless billing (2)](https://blog.mesltd.ca/topic/paperless-billing)
- [process management (2)](https://blog.mesltd.ca/topic/process-management)
- [questions to ask (2)](https://blog.mesltd.ca/topic/questions-to-ask)
- [records management legislation (2)](https://blog.mesltd.ca/topic/records-management-legislation)
- [reduce paper use (2)](https://blog.mesltd.ca/topic/reduce-paper-use)
- [share information (2)](https://blog.mesltd.ca/topic/share-information)
- [small business (2)](https://blog.mesltd.ca/topic/small-business)
- [sustainability (2)](https://blog.mesltd.ca/topic/sustainability)
- [workforce mobility (2)](https://blog.mesltd.ca/topic/workforce-mobility)
- [12.12.12 (1)](https://blog.mesltd.ca/topic/121212)
- [AIIM (1)](https://blog.mesltd.ca/topic/aiim)
- [AODA Compliance (1)](https://blog.mesltd.ca/topic/aoda-compliance)
- [Accessibility (1)](https://blog.mesltd.ca/topic/accessibility)
- [Aperture Card Scanning (1)](https://blog.mesltd.ca/topic/aperture-card-scanning)
- [Are you considering acquiring the data capture ser (1)](https://blog.mesltd.ca/topic/are-you-considering-acquiring-the-data-capture-ser)
- [Business Process Improvement (BPI) (1)](https://blog.mesltd.ca/topic/business-process-improvement-bpi)
- [CGSB-72.11.93 (1)](https://blog.mesltd.ca/topic/cgsb-721193)
- [CPIN (1)](https://blog.mesltd.ca/topic/cpin)
- [Canon Microfilm (1)](https://blog.mesltd.ca/topic/canon-microfilm)
- [Canon Scanner (1)](https://blog.mesltd.ca/topic/canon-scanner)
- [Cloud Document Storage (1)](https://blog.mesltd.ca/topic/cloud-document-storage)
- [Company Culture (1)](https://blog.mesltd.ca/topic/company-culture)
- [Cost Savings (1)](https://blog.mesltd.ca/topic/cost-savings)
- [Data Management (1)](https://blog.mesltd.ca/topic/data-management)
- [Data Security Compliance (1)](https://blog.mesltd.ca/topic/data-security-compliance)
- [Data Storage Solutions (1)](https://blog.mesltd.ca/topic/data-storage-solutions)
- [Digital Archiving (1)](https://blog.mesltd.ca/topic/digital-archiving)
- [Digitization (1)](https://blog.mesltd.ca/topic/digitization)
- [Document Retention Policy (1)](https://blog.mesltd.ca/topic/document-retention-policy)
- [Document management software Ontario (1)](https://blog.mesltd.ca/topic/document-management-software-ontario)
- [EMR Integration (1)](https://blog.mesltd.ca/topic/emr-integration)
- [EMR Systems (1)](https://blog.mesltd.ca/topic/emr-systems)
- [Electronic Document Management System (1)](https://blog.mesltd.ca/topic/electronic-document-management-system)
- [Electronic Records Management (1)](https://blog.mesltd.ca/topic/electronic-records-management)
- [File Formats (1)](https://blog.mesltd.ca/topic/file-formats)
- [FilePrint (1)](https://blog.mesltd.ca/topic/fileprint)
- [Formatta in Ontario (1)](https://blog.mesltd.ca/topic/formatta-in-ontario)
- [Fujitsu Scanner (1)](https://blog.mesltd.ca/topic/fujitsu-scanner)
- [HIPAA Compliance (1)](https://blog.mesltd.ca/topic/hipaa-compliance)
- [Healthcare Document Management (1)](https://blog.mesltd.ca/topic/healthcare-document-management)
- [Healthcare Efficiency (1)](https://blog.mesltd.ca/topic/healthcare-efficiency)
- [Intelligent Document Processing (1)](https://blog.mesltd.ca/topic/intelligent-document-processing)
- [MES ViewScan (1)](https://blog.mesltd.ca/topic/mes-viewscan)
- [MP20 (1)](https://blog.mesltd.ca/topic/mp20)
- [Medical Records Scanning (1)](https://blog.mesltd.ca/topic/medical-records-scanning)
- [Microfiche Digitization (1)](https://blog.mesltd.ca/topic/microfiche-digitization)
- [Microfiche Scanning (1)](https://blog.mesltd.ca/topic/microfiche-scanning)
- [Microfilm Digitization (1)](https://blog.mesltd.ca/topic/microfilm-digitization)
- [Microfilm scanning Markham (1)](https://blog.mesltd.ca/topic/microfilm-scanning-markham)
- [Microfilm scanning services Hamilton (1)](https://blog.mesltd.ca/topic/microfilm-scanning-services-hamilton)
- [Microfilming Hamilton (1)](https://blog.mesltd.ca/topic/microfilming-hamilton)
- [Microfilming in Ontario (1)](https://blog.mesltd.ca/topic/microfilming-in-ontario)
- [Ontario Document Archiving (1)](https://blog.mesltd.ca/topic/ontario-document-archiving)
- [Ontario Document Scanning (1)](https://blog.mesltd.ca/topic/ontario-document-scanning)
- [Ontario Microfilming (1)](https://blog.mesltd.ca/topic/ontario-microfilming)
- [Paper Waste (1)](https://blog.mesltd.ca/topic/paper-waste)
- [Patient Care (1)](https://blog.mesltd.ca/topic/patient-care)
- [Patient Records Management (1)](https://blog.mesltd.ca/topic/patient-records-management)
- [Records Scanning Service (1)](https://blog.mesltd.ca/topic/records-scanning-service)
- [Records Storage Facility (1)](https://blog.mesltd.ca/topic/records-storage-facility)
- [Records and Information Management (1)](https://blog.mesltd.ca/topic/records-and-information-management)
- [Scanning Documents (1)](https://blog.mesltd.ca/topic/scanning-documents)
- [Secure Storage (1)](https://blog.mesltd.ca/topic/secure-storage)
- [Types of EDMS (1)](https://blog.mesltd.ca/topic/types-of-edms)
- [UScan (1)](https://blog.mesltd.ca/topic/uscan)
- [ViewScan (1)](https://blog.mesltd.ca/topic/viewscan)
- [Webinar (1)](https://blog.mesltd.ca/topic/webinar)
- [Wide Format Scanners in Ontario (1)](https://blog.mesltd.ca/topic/wide-format-scanners-in-ontario)
- [accounts payable programs (1)](https://blog.mesltd.ca/topic/accounts-payable-programs)
- [accounts payable vs receivable (1)](https://blog.mesltd.ca/topic/accounts-payable-vs-receivable)
- [alternative to micrographics (1)](https://blog.mesltd.ca/topic/alternative-to-micrographics)
- [archive (1)](https://blog.mesltd.ca/topic/archive)
- [archive writing services (1)](https://blog.mesltd.ca/topic/archive-writing-services)
- [archive writing system (1)](https://blog.mesltd.ca/topic/archive-writing-system)
- [books (1)](https://blog.mesltd.ca/topic/books)
- [business continuity (1)](https://blog.mesltd.ca/topic/business-continuity)
- [business records (1)](https://blog.mesltd.ca/topic/business-records)
- [cheap microfilm prices (1)](https://blog.mesltd.ca/topic/cheap-microfilm-prices)
- [child protection information network (1)](https://blog.mesltd.ca/topic/child-protection-information-network)
- [content services (1)](https://blog.mesltd.ca/topic/content-services)
- [cost of document storage (1)](https://blog.mesltd.ca/topic/cost-of-document-storage)
- [cybersecurity (1)](https://blog.mesltd.ca/topic/cybersecurity)
- [data entry (1)](https://blog.mesltd.ca/topic/data-entry)
- [data hoarding (1)](https://blog.mesltd.ca/topic/data-hoarding)
- [data indexing (1)](https://blog.mesltd.ca/topic/data-indexing)
- [data loss (1)](https://blog.mesltd.ca/topic/data-loss)
- [data protection (1)](https://blog.mesltd.ca/topic/data-protection)
- [departmental scanners (1)](https://blog.mesltd.ca/topic/departmental-scanners)
- [digital destruction (1)](https://blog.mesltd.ca/topic/digital-destruction)
- [digital library (1)](https://blog.mesltd.ca/topic/digital-library)
- [digital office (1)](https://blog.mesltd.ca/topic/digital-office)
- [digital reel (1)](https://blog.mesltd.ca/topic/digital-reel)
- [document control (1)](https://blog.mesltd.ca/topic/document-control)
- [document imaging services (1)](https://blog.mesltd.ca/topic/document-imaging-services)
- [document management resources (1)](https://blog.mesltd.ca/topic/document-management-resources)
- [document solutions (1)](https://blog.mesltd.ca/topic/document-solutions)
- [e-forms software (1)](https://blog.mesltd.ca/topic/e-forms-software)
- [education (1)](https://blog.mesltd.ca/topic/education)
- [email retention (1)](https://blog.mesltd.ca/topic/email-retention)
- [enterprise document scanning (1)](https://blog.mesltd.ca/topic/enterprise-document-scanning)
- [future of microfilm (1)](https://blog.mesltd.ca/topic/future-of-microfilm)
- [future of micrographics (1)](https://blog.mesltd.ca/topic/future-of-micrographics)
- [hospital records management (1)](https://blog.mesltd.ca/topic/hospital-records-management)
- [how much paper do I have (1)](https://blog.mesltd.ca/topic/how-much-paper-do-i-have)
- [image verification (1)](https://blog.mesltd.ca/topic/image-verification)
- [information risk (1)](https://blog.mesltd.ca/topic/information-risk)
- [insurance (1)](https://blog.mesltd.ca/topic/insurance)
- [life after microfilm (1)](https://blog.mesltd.ca/topic/life-after-microfilm)
- [manufacturing (1)](https://blog.mesltd.ca/topic/manufacturing)
- [manufacuring (1)](https://blog.mesltd.ca/topic/manufacuring)
- [membership records (1)](https://blog.mesltd.ca/topic/membership-records)
- [mes hybrid document management syste (1)](https://blog.mesltd.ca/topic/mes-hybrid-document-management-syste)
- [microfilm alternatives (1)](https://blog.mesltd.ca/topic/microfilm-alternatives)
- [microfilm products (1)](https://blog.mesltd.ca/topic/microfilm-products)
- [microfilm reader printer (1)](https://blog.mesltd.ca/topic/microfilm-reader-printer)
- [microfilm replacement (1)](https://blog.mesltd.ca/topic/microfilm-replacement)
- [microfilm suppliers (1)](https://blog.mesltd.ca/topic/microfilm-suppliers)
- [microfilm toner (1)](https://blog.mesltd.ca/topic/microfilm-toner)
- [moving tips (1)](https://blog.mesltd.ca/topic/moving-tips)
- [network drive (1)](https://blog.mesltd.ca/topic/network-drive)
- [network scanner (1)](https://blog.mesltd.ca/topic/network-scanner)
- [network scanners Hamilton (1)](https://blog.mesltd.ca/topic/network-scanners-hamilton)
- [newspaper scanning (1)](https://blog.mesltd.ca/topic/newspaper-scanning)
- [on site scanning (1)](https://blog.mesltd.ca/topic/on-site-scanning)
- [on-site software (1)](https://blog.mesltd.ca/topic/on-site-software)
- [ontario library association (1)](https://blog.mesltd.ca/topic/ontario-library-association)
- [payroll (1)](https://blog.mesltd.ca/topic/payroll)
- [portable scanner (1)](https://blog.mesltd.ca/topic/portable-scanner)
- [process documentation (1)](https://blog.mesltd.ca/topic/process-documentation)
- [public scanning (1)](https://blog.mesltd.ca/topic/public-scanning)
- [questions about document scanning (1)](https://blog.mesltd.ca/topic/questions-about-document-scanning)
- [record scanning (1)](https://blog.mesltd.ca/topic/record-scanning)
- [records management laws (1)](https://blog.mesltd.ca/topic/records-management-laws)
- [remote access (1)](https://blog.mesltd.ca/topic/remote-access)
- [remote documents (1)](https://blog.mesltd.ca/topic/remote-documents)
- [resume screening (1)](https://blog.mesltd.ca/topic/resume-screening)
- [return on investment (1)](https://blog.mesltd.ca/topic/return-on-investment)
- [scanning patient files (1)](https://blog.mesltd.ca/topic/scanning-patient-files)
- [scanning services toronto (1)](https://blog.mesltd.ca/topic/scanning-services-toronto)
- [security (1)](https://blog.mesltd.ca/topic/security)
- [sharing documents (1)](https://blog.mesltd.ca/topic/sharing-documents)
- [shredding (1)](https://blog.mesltd.ca/topic/shredding)
- [spring cleaning (1)](https://blog.mesltd.ca/topic/spring-cleaning)
- [student information system (1)](https://blog.mesltd.ca/topic/student-information-system)
- [student records (1)](https://blog.mesltd.ca/topic/student-records)
- [time management (1)](https://blog.mesltd.ca/topic/time-management)
- [uman resources (1)](https://blog.mesltd.ca/topic/uman-resources)
- [version control (1)](https://blog.mesltd.ca/topic/version-control)
- [wireless network scanners (1)](https://blog.mesltd.ca/topic/wireless-network-scanners)
- [workplace security (1)](https://blog.mesltd.ca/topic/workplace-security)
- [zeta book scanner (1)](https://blog.mesltd.ca/topic/zeta-book-scanner)

[see all](https://blog.mesltd.ca/scanning-old-documents-safely-why-professional-services-matter#)

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### Address

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Phone: 905-475-9263

Email: [info@mesltd.ca](mailto:info@mesltd.ca)

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