Document Scanning

Our document scanning service transforms your bulky paper documents into a convenient and secure digital archive.

Our document scanning service transforms your bulky paper documents into a convenient and secure digital archive.
Files can be located and retrieved in seconds, shared with colleagues and all without leaving your desk. Take advantage of our cloud storage service and this can be achieved on the move wherever you are in the world and your documents stay synced across all devices.

Our Kodak document scanners handle paper efficiently and easily capturing over 240 digital images per minute. Colour and black and white is recognised automatically producing high quality images that match the look and feel of the original. Documents are indexed by an experienced scanning operator using Alaris Capture Pro software ensuring that all relevant information is accurately captured. Our service includes comprehensive quality checks throughout the process ensuring we get the best possible scans from your documents.

Once the document scanning process is complete the images can be returned on CD, DVD, USB, delivered via secure ftp or uploaded and stored on our Cloud Storage Platform providing access to your documents from any location at anytime.

We offer a local service with free collection and delivery to businesses in locations accross Hampshire and beyond including Basingstoke, Bournemouth, Eastleigh, Fareham, Havant, Portsmouth, Southampton and Winchester.

For further details call 02380 630050 today or use our online instant quote form now!

Click here to get a quote

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

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 online using our contact form. We'll quickly provide you with a free estimate to scan, index and archive all of your documents onto a DVD or USB.

Open shelving 1500 pages per horizontal foot

Vertical filing cabinet 3000 pages per drawer

Unbound paper 150 - 175 pages per inch

Standard size archive box 2000 - 2500

Standard size bankers box 600 - 700

The Document Scanning Process

Collection

Documents are safely packed into archive boxes on the premises before being transported using our own staff and vehicles to our document scanning depot in Southampton. All boxes received are booked in and uniquely identified and stored safely at our secure site.

Preparation

Documents are prepared for scanning according to the job specification with barcode and patch code sheets inserted where appropriate. All staples are removed, sheets unfolded etc to allow for the safe and accurate scanning of the documents.

Document Scanning

We utilise the latest Kodak scanners and software to ensure the highest quality image is captured. During this process every image is displayed on screen in real time and checked by an experienced document scanning operative.

Quality Control

After scanning is complete a further quality check is carried out by a senior member of the team to ensure all files meet the job specification and requirements of the customer.

Document Indexing

Once all images have been captured, any information associated to the documents is entered ensuring easy retrieval at a later date. Finally
optical character recognition (OCR) is carried out and the files are saved to disk.

Secure Shredding

The final stage of the process is shredding and recycling. Once you are happy with the results we can return the documents or have them securely shredded, pulped and recycled. A certificate of destruction is retained at our offices, a copy of which can be issued if required.
Alternatively, if you prefer we can store the paper documents indefinitley for a small monthly charge.

ISO 9001

Proscan hold ISO 9001:2015 accreditation under certificate number GB2003367. We regularly operate internal audits on various sections of our procedures and hold regular meetings to discuss any issues and corrective actions. We are externally audited by independent consultants on an annual basis to ensure we are complying with all aspects of the quality management system.

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