Document Scanning

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UK Document Management have the ability to scan any size of document up to 42” wide and our document scanning service covers every possible size, shape or colour you may be looking to convert to an electronic image. Whether it’s colour, black & white or grey scale we can easily adapt our processes to meet your needs.

Large backlogs, smaller projects, one off conversion or as an on-going requirement. Our experienced team can make it happen on time whilst maintaining the highest quality and integrity.

 

There are several advantages to using our document scanning services including:

• Our use of PDF images utilising the latest OCR technology means no expensive licences or software and minimal input from your own IT team.

• Once indexed with your chosen key field indicators the addition of OCR means any text information whether that be alpha or numeric can be searched across a number of records, a single file or an entire database. Meaning our document scanning process makes it much easier for you and your staff to find documents in the future and frees up space in your workspace.

• We are happy to complete a document scanning sample free of charge using your own documents to demonstrate the ease at which you can now search and locate business critical information from your desktop.

The Benefits of Document Scanning

INSTANT ACCESS TO ALL OF YOUR FILES FROM YOUR DESKTOP
OVERCROWDED OFFICES
VASTLY IMPROVED PRODUCTIVITY
Let your staff concentrate on the work that benefits your organisation and not waste valuable time looking for paper documents
LOST AND MIS-FILED DOCUMENTS
COMPLIANCE AND BEST PRACTICE

What Documents can be scanned?

We can scan anything from a tiny till receipt to an oversize A0 drawing in black and white, greyscale or colour

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Typically the type of document we scan are:

Purchase Invoices
Medical Records
Aerospace Records
Project Files
Legal Files
HR Files
Quality and Audit Documents
Student Records
Planning and Building Control Files
GRN's and Delivery Notes

What Type of Companies Have We Provided Document Scanning For?

We scan for every possible industry sector possible but have vast experience of the following:

MANUFACTURING, ENGINEERING, AUTOMOTIVE, CONSTRUCTION
AEROSPACE, OIL & GAS, PHARMACEUTICAL
LOCAL GOVERNMENT & NHS
UNIVERSITIES & COLLEGES
SOLICITORS, ACCOUNTANTS, RECRUITMENT

How can we be sure of a quality service?

We are fully accredited to ISO 9001:2015 quality assurance standards and work within all guidelines of PD0008:1999. With this and our own ever evolving quality checks you can be assured of the best possible quality every time.

Sounds good, so how will the process work?

Collection

We would arrange a suitable date and time with yourselves for the collection of your files.

Upon arrival at your premises we would carefully box your files (if required) using our own staff and boxes (no customer staff required, except for supervision) this process would be done with the minimum of disruption.

We would then load our van with the boxes taking care that your files are never left unattended, once loaded we would issue you with a collection note and the van would then return directly to our secure conversion facility.

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Booking In

Once your files arrive at our conversion facility, they are booked in via our ISO9001:2015 quality system.  All boxes are clearly labelled with unique job reference, customer name and box count.

We provide our customer base with a retrieval service when necessary during the conversion period.

Scanning and Indexing process

Prior to any document scanning project commencing all documents will require preparation, this is when we will de-staple, unfold, and repair the documents prior to scanning. We would also remove and label any large format drawings so they can be scanned on our large format scanner.

The documents will then be scanned using auto colour where necessary to make sure any boundaries, red areas or photographs are correctly captured.

Any large format drawings or oversized documents can also be scanned in colour (if required) and merged at the end of the small format file.

File Indexing and Categorisation

Once the documents have been scanned, we will index each document by your required fields, for example, project number, project name, to enable quick retrieval.

OCR Process (Optical Character Recognition)

The Scanned PDF files will then be OCRED, this allows you to search for any text – alpha or numeric within any document or group of documents to make it even easier to find what you are looking for.

Return of Electronic Images

The scanned document images will then be returned by hand on DVD or a memory stick to yourself on a prearranged date and time.

Quality Check

In accordance with our ISO 9001:2015 quality accreditation our quality department will check each file for quality and clarity and integrity prior to despatch with a job number, customer name, and expected return date.

Destruction of Original Paperwork

Once the documents have been scanned the original documents will be stored for up to three months after the electronic files have been returned. This can be extended if required, we would then ask you for permission to destroy the original files (they will not be destroyed without your prior permission). Once we have your permission the file will be cross shredded to European and ITAR standards prior to recycling.

 

 

Can I try before I buy?

Yes simply call us on 01625 574499 to arrange a free consultation and free scanned sample of your own documents. We pride ourselves on providing a high quality finish whenever carrying out document scanning and we are more than happy to show you a sample of our work before anything is agreed.

If you are looking for an experienced document scanning team get in touch with us today.