Document Scanning

Click here for a fast quotation on document scanning

The conversion of paper files into electronic records in a format such as PDF is the most effective way to ensure your company's documents are safer, more secure and compliant with modern document management standards.

So, if you’ve got piles of paper to organize and no time to do it yourself, why not give us a call. We’ll scan, index and create searchable pdf files for all of your documents. It’s a great way to save time allowing you to focus on the core functions of your job without having to worry about document archiving.

Whether they're in filing cabinets, storage or even crammed into cardboard boxes behind your chair. We'll provide all the assistance you need to help sort and pack your documents before taking them off to our premises in Southampton for processing.

Click here for more detailed information on the scanning process and the procedures we follow to ensure the accurate digitsation of your paper records.
document scanning for disaster recovery If your company has an active paper filing system then you may benefit from our document scanning service. Paper documents stored in filing cabinets are constantly at risk from fire or flood damage. You can't recover a paper document that has been destroyed by fire or flood.

Consider what plans your company has in place for disaster recovery, does it take into account all of the paper files? The chances are you have backups of computer data, probably with copies stored off site but paper files often get overlooked.
 
This BBC report about a warehouse fire in London shows the dangers faced by companies storing paper documents and not keeping backups.

if you would like to hear more about how our scanning services integrate with your organisation's disaster recovery plans, please call us on 02380 630050 or contact us online.

Quantity Guide

You can use the guidelines below to give us an idea as to how many documents are currently in your archive and then contact us by phone on 02380 630050 or by clicking here with the figure. We'll quickly provide you with a free estimate to scan, index and archive all of your documents onto a DVD.

 
scanning box files

Open shelving 1500 pages per horizontal foot

archiving filing cabinets

Vertical filing cabinet 3000 pages per drawer

scanning paper documents

Unbound paper 150 - 175 pages per inch

storage boxes for archival scanning

Standard size archive box 2000 - 2500

What types of documents do we scan?

We have extensive experience in scanning a variety of different types of business documents across a range of industry sectors. Some of the typical types we come accross are:

 
  • Purchase Invoices
  • Sales Invoices
  • Credit Notes
  • Delivery Notes
  • Bank Statements
  • Technical Manuals
  • Engineering Drawings
  • Research Files
  • Lab Books
  • Test Data
  • Planning Files
  • Personnel Records
  • Customer Files
  • Student Records
  • Medical Records

Document Retention Periods

Ever wondered how long a business must retain certain types of documents? Listed below are some of the more common types of commercial and legal documents that are typically encountered in most organisations, together with an indication of how long they should be retained. These are based on the likely maximum period for such documents and it may be possible in certain circumstances that these periods be reduced.

 

Document Type

  • Company Accounts Files
  • VAT, Corporation Tax and PAYE
  • Health and Safety Records
  • Technical and Research Documents
  • Supplier and Customer Contracts
  • Hire Purchase/rental Agreements
  • Property Leases

Retention Period

  • 6 years from year end
  • 6 years
  • 3 years
  • 12-15 years after requirement ceases
  • 6 years from end/expiry of contract
  • 15 years after expiry of lease
We also scan large format drawings and microfilm all of which can be integrated into your document management system. For further information about our services please contact us or call 02380 600050.
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