Our Document Archiving Services are designed to digitise large quantity’s of documents in off-site storage sites, archive rooms etc quickly and effectively. We want to work with you to find the best solution, this could be to provide our service over a longer period of time to allow a company to budget and fall within set annual spend.

In nearly all cases companies have retained all the paper they have ever printed and this becomes an ever increasing problem such as compounded financial outlay and physical logistics. With the current GDPR legislation a company can very easily fall foul of these rules set as it does not know what data it has retained and could potentially face large fines.

Our digitisation process means we work our way through all the paper documents, categorising and indexing as we go. This is all logged in easy to view and use Excel documents as a basic solution through to importing these scanned documents into a Document Management Solution.

This not only frees up the cost to store but the space this paper takes up and more importantly provides you with the knowledge of what is digitally stored while providing instant access to any document instantly!

We take the pain and hassle of trying to carry out this task in-house, using up staff time, resources and can lead to poor results from experience, as we have been contacted on multiple occasions to sort out the errors & mistakes made by a companies internal setup.

Our document scanners are set to capture at a standard 200 DPI (Dots per inch). This is perfectly acceptable for a clear black and white image and fast throughput.

For OCR (Searchable Text) we will use image enhancing software but for higher accuracy 240DPI is used and 300 DPI can be chosen when requested.

If your photo or document 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 levels will slow speeds dramatically and also increase digital file sizes significantly.

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 meeting.

You will be asked to supply a detailed list of the documents collected, normally in the form of a csv or excel table.

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.

Our Optical Character Recognition Process (OCR) can be run to make standard digital documents searchable.

This process reads the content text contained within the document itself and creates a database of the printed words contained within, this can be used to extract data from it.

OCR is very effective when digital documents have a lot of pages and this allows you to quickly find what you are looking for.

We also have the ability to add bookmarks which are quick links to a certain page in the document, effectively the same as a paper file divider previously.

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

Our Image Enhancement software is very special as it looks to do a range of 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.

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

Document Archiving Services digitise quickly and securely to increase the safety of your documents as they can be easily backed up in multiple locations, encrypted and password protected.

We offer a plethora of document archiving services, and offer them to a huge amount of industries. Regardless of what your business does, we can help.

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

They can also be locked down by either your IT document security procedures or within our recommended and specifically built Document Management System.

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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, 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 can 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 mabbe 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, boxing them up if not already for transferring to our offices, where they are logged and each box referenced

Once the paperwork has been scanned, indexed and checked it will be returned to you via cloud download or on a USB, or Disc. We normally then destroy the paperwork after 30 days for you, or return it or store.

We mainly provide off-site scanning services but on-site when required as dependent on your requirements for document back scanning services.

We take commercially reasonable steps to maintain confidentiality by being a member of the Data Protection Register 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 BS10008:2014, 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/a format,  however depending on your requirements we can scan to any file type 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.