Our document scanners are set to capture at a standard 240 DPI (Dots per inch). This is perfectly acceptable for a clear black and white image and fast throughput.

For OCR (Searchable Text) we use Kofax VRS image enhancing software meaning a higher accuracy is achieved at 240 DPI and reduces file sizes. On request we will scan at 300 DPI for an even sharper image and higher OCR accuracy.

If your documents or photos needs a higher degree of clarity, as you intend to zoom in or increase from the original size then we can increase our DPI scanning range up to 600 on the high throughput machines.

Higher DPI levels though slow scanner speeds dramatically and also increase digital file sizes significantly, this results in a higher rate charged by us.

Our indexing service means providing your document with a logical name by which it can be found. We agree indexing arrangements with our clients during the on-site inspection and planning meetings.

You will be asked to supply a detailed list of the documents collected, normally in the form of a csv or excel table unless we can only go by the outside of a file or box.

This allows us to check contents and indexing descriptions when they are ready to be scanned at our document scanning bureau. If not provided we will look to create one for you if needed.

Should you opt for document management software setup or plan to import to one you already have then we will mimic the various indexing categories so all documents can be imported and self-filed automatically.

Our Optical Character Recognition Process (OCR) can be run to make standard digital documents searchable, a huge benefit in larger multipage documents.

This process reads the content text contained within the document itself and creates an embedded database of the printed words contained within, we can also extract this data to separate txt, word documents.

OCR is very effective when digital documents have a lot of pages, this allows you to quickly find what you are looking for using keywords that are listed and highlighted within the text.

We also have the ability to add bookmarks (The same as card sections in a paper file) with quick links to a certain pages in the document.

The bookmark can be labelled exactly as the divider or by something relating to the page for example.

Our  Kofax VRS image enhancement software is very special. It looks at every image as its scans and completes functions setup as a scan profile for your specific document type, completing functions automatically to enhance the image being viewed, such as image rotation, black border removal, cropping, speckle removal and auto brightness and contrast adjustment to name just a few. The scanner operator at checking stage can then further adjust any images they feel the need too manually.

In most situations we find the scanned image will end up looking way better, especially when the original is of poor quality to start with.

We safely digitise quickly and securely your documents so they can be easily backed up in multiple locations, encrypted and password protected.

We offer a plethora of  records management services and offer them to a huge amount of industries regardless of what your business does.

Digital files can be viewed or shared with ease and to multiple people at the same time if needed via our secure cloud platform.

They can also be locked down by either your IT’s own document security protocols or within our recommended and specifically built document management software such as Virtual Cabinet or Papercloud.

The scanning process itself needn’t be daunting, we can take care of the whole process for you.  Initially we will arrange a meeting at your offices or storage location to view the files that need to be digitised.  This gives us an opportunity to see the quantity and type of paperwork that needs to be scanned.

It also allows us to gauge and estimate the total amount of documents, allowing a budget to be set if required  At this point, we provide various options of how you would like to ‘see’ your digital documents and how you would like to retrieve them.

A simple file and folder structure is maybe all you need or a full document management solution. Therefore we can advise which may suit your business or provide an export which can be imported to an in-house system.

We will collect the files from your offices storage location, boxing them up if not already for transferring to our bureau, where they are logged and each box referenced

Once the paperwork has been scanned, indexed and checked it will be returned to you via a secure cloud download link normally with thirty days access, we can can charge a nominal rate per annum to host these documents too so you don’t have too. We can but prefer not too these days store on a USB, or DVD disc.

Docs2Digital physically destroy the paperwork 30-days from the invoice raised unless you request for them to be returned or long term stored.

We mainly provide off-site scanning services but on-site when required is available as we work to your requirements for records management.

We take commercially reasonable steps to maintain confidentiality by being a member of the Data Protection Register ICO and following GDPR rules. These steps will include storing the documents in a secure alarmed building with 24 hour monitoring and deadlocked entrance doors.

The external and internal zones are monitored by a 24 hour Recorded CCTV with email motion alert protection out of hours and is not accessible to the general public at any time. All of our personnel are required to sign confidentiality agreements.

We place great emphasis on the quality of our solutions and follow the guidelines of BS10008, ISO 27001. Our bureau software provides a number of indexing quality control checks as standard and in addition, we will ensure high quality control as our software checks each page and our skilled operators carry out further human visual checks.

All files are indexed in line with your specifications and compressed to improve image transmission and reduce document-imaging storage usually in pdf or pdf/a format.  However depending on your requirements we can scan to other formats such as TIFF or JPG if you prefer.

In all cases the information has been entrusted to us and we guarantee to take all reasonable steps to keep this information confidential, to prove this we are a member of the Data Protection Act run by the Information Commissioner’s Office.

Our Registration Number is Z1948537. We also follow the GDPR requirements and sign DPA (Data Processing Agreements). We are also happy to enter into a NDA (Non-Disclosure Agreements) and SLA (Service Level Agreements) with you should this be a requirement.