Document Preparation

We will remove all staples before scanning the documents as well as index them so that you can easily find what you need. All files and boxes are tracked throughout the scanning process.

Quality Control Test

Quality control checks are applied throughout the document scanning and capture processes. Additionally, separate dedicated members of staff are allocated to perform quality checks in accordance with our in-house procedures.

Quality of scanning will be of sufficient to allow documents to be OCR readable and our standard is 300Dpi

Indexing & Data Capture

Indexing is a very important area and we work with our clients to agree the most efficient way to index the documents, taking into consideration how the files are to be searched, any document management software and existing file structures.

We offer bespoke data entry outsourcing services for wide ranging requirements from manual data entry to more complex automated data capture processes and projects. File Indexing, how do you retrieve your files at the moment, how do you want the electronic files named

We employ advanced automation techniques including IOCR (Intelligent Optical Character Recognition), IMR (Intelligent Mark Recognition) to capture all or part of your data electronically, thus benefiting from our hybrid approach to processing to ensure the best possible outcomes for our clients. The data is returned to you in a pre-defined format to fit with your requirements.

Quality Assurance - ISO 9001

As an ISO 9001 certified organisation, we have invested in certifications and assurance to provide customers with an independently assessed view of our quality assurance, information security and legal admissibility of all our scanned images

ISO 9001 accreditation gives you the confidence that BMEIMAGING have the quality systems in place that will provide the foundation to better customer satisfaction, staff motivation and continual improvement.

Throughout the scanning process a document scanning operator oversees every image to ensure that a high level of quality is maintained.

Secure Destruction

Once the client has given written authority for the paper files to be destroyed, the files are security bagged and tagged. Collected by our security waste partner for secure confidential destruction. The client is then provided with a destruction certificate for their records.

Data Security

How document scanning can help to ensure GDPR compliance

Document Security and Privacy - Paper documents are far easier to steal, replicate or lose. Digital documents, even when stored on a basic filing system can be secured with passwords and the data can be digitally encrypted. This should be enough to take the step towards document digitisation.

Data Search - Paper documents are far harder to find and the contents within them even harder to locate. Article 17 in the GDPR is the right to erasure ("right to be forgotten"). It states, "The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay". With digital documents, this process will be straightfoward, particularly if your digital documents have been OCR'd (this means text within a document can be searched). With paper documents, first you must find every document that relates to this person, secondly you must find all the relevant pages and then you must redact and replicate these. All in all, the time savings for doing this digitally are huge. Critically the GDPR states "without undue delay" twice in two sentences. How much of a delay would you have if you were working with paper documents? Perhaps the documents are stored off site, or they are in badly organised bankers' boxes in a basement? Other rights included in the GDPR are right of access, right to rectification and right to restriction of processing. All of these will be far easier to comply with for companies working digitally. Once again, the case for working with digital documents becomes very strong.

Document scanning done the right way

BMEimaging have been operating a secure document scanning centre for over 40 years. We've worked with organisations from every different industry sector and scanned just about every different document type imaginable. We are trusted by some of the UK's most highly regarded organisations to handle their documents, process their data and return it digitally for use in just about every system available.

Data is put on to a selected encrypted platform or media, verified and then forwarded to the client. This data can also be provided for download via our own cloud service. All data is retained until the client confirms that it can be deleted.

Return of Documents

If you would like your paper files returned after scanning, we can return the files to your office or to your designated storage facility or location.