1. Packing and Pickup
   We will arrive at your location to pick up your documents, packing them for you if needed. We take a detailed inventory to ensure every document is tracked and accounted for throughout the scanning process.
2. Transportation
   Your documents will be transported directly to our scanning facility by the same team who picked them up, handled with care from start to finish. All delivery teams drive company owned vehicles and are insured and bonded.
3. Arrival and Inspection
   Once your documents arrive, we will inspect the delivery against our initial inventory and record the transfer of documents to our scanning team in order to maintain a secure and well-documented chain of custody.
4. Document Preparation
   Our processing team will prepare your documents by removing staples, paperclips, and creases that could interfere with the scanning process.
5. Document Scanning
   Your documents will be scanned with one of our high-resolution scanners to ensure optimal quality and readability of your digital copies.
6. Quality Control
   Quality control will be performed on each and every scan to verify that your documents have been accurately reproduced. Any images that fail to meet our high quality standards are rescanned.
7. Indexing
   Important identifiers like IDs, names, or invoice numbers will be extracted from your documents with the aid of OCR technology and manual data entry, enabling text-search functionality.
8. Share and Store
   Once the scanning process is complete, we will deliver your digital files via secure FTP, encrypted USB drive, or upload them directly into an existing document management system in the digital format of your choice (either PDF or TIFF). Your original paper documents can be repackaged and returned to you, or securely destroyed.

In addition to the file naming and/or naming of folders; There are two other ways to search and find electronic documents. First involves associating metadata (aka index data) to the files created. By associating this metadata, some software tools will allow the user to search the metadata to find specific documents. As an example, you can associate a document type such as “Contract” to your electronic result, and also associate a date of expiration of that contract. Therefore, you could search for “Contacts” that expire between a certain date range. The second way to search is by applying OCR technology to create a text representation from the original, where that text can also be searched. So now, you could search for “Contacts” that expire between a certain date range, and that also contain a specific name or phrase, to further refine your search.

We offer a collection service and can collect documents from anywhere in England within timeframes to suit. We always do our best to accommodate your requirements.

Yes, our collection team can provide a fully managed service which includes removal of files from your filing cabinets, packing and cataloguing your files. Alternatively, if you would prefer to drop your documents at our scanning bureaux please note that this is strictly by appointment only.

Yes as part of our ISO processes, once we have collected your documents, we need to record that they are in our possession. This gives you and us proof that the documents were collected, together with a date and time.

All documents that we process are treated as confidential. If you have specific requirements as to the handling of your documents, please let your account manager know.

We typically scan sizes up to A0 including, small format tickets, receipts and expenses, large format drawings, wide format maps, plans and wallpaper. Document sizes include A0, A1, A2, A3, A4, A5, A6.

There are several options to keep your paper files secure or to destroy them safely once they’ve been digitised. Many of our customers also use our secure storage or secure shredding services. We can store your paper documents safely while remaining compliant with all necessary legislation or destroy them securely to support you to reduce your reliance on paper documents.

Typically, we prepare documents for scanning by making sure they\’re correctly packed in boxes (which we can supply), and that any files needing to be separated are clearly identified. We'll then do the rest; when we receive the files, they\’ll be prepared for scanning by our team, including removing staples,pins, unfolding corners and performing minor repairs to ensure good quality scanned images.

Please speak to a member of our team or check out our GDPR policy<