Document Scanning

Document scanning service UK – create a secure, convenient, and accessible digital archive of your paper files and documents.

Your business or organisation does not need to keep a paper copy of everything. If you are concerned with the amount of space that paper-based documents are taking up within your premises, you should consider contacting ProScan Document Imaging.
We offer document scanning, imaging, and retrieval systems to clients across the UK.

We'll collect the documents or records you wish to have digitised from your offices. Using high-quality Kodak scanning technology and with your project overseen by an experienced scanning manager, we’ll digitise every paper document we collect from you. These documents are just as valid legally as their paper counterparts

We'll then OCR-scan them - our software reads what’s on each document. The benefit of this is that you and your colleagues can then perform text searches for the files you need to retrieve.

Once your documents have been scanned and indexed, we can then either securely dispose of them, store them at our premises, or return them to you.

8 Advantages to Document Scanning

Regular scanning of company documents offers companies, charities, and public sector organisations eight significant benefits.

Searchability

Electronic documents can be indexed and searched, making it easy to find specific information.
If you wish, each document we digitise on your behalf will undergo the process of Optical Character Recognition (OCR).

OCR reads the contents of any document we scan for you and it embeds those contents in the PDF. You and your colleagues are then able to search through the text of all of the documents we’ve digitised on your behalf so you can find the information you need quickly. You can also extract that text to create a separate Word or Excel file, if you wish.

Space savings

Scanning documents eliminates the need for physical storage space, freeing up valuable office space. More space gives you the opportunity to employ extra staff to either increase revenue or to look after your customers better.

Accessibility

Scanned documents can be easily accessed and shared electronically, making it easier for multiple people to access the same information. You and your staff can search for and retrieve company documentation online at any time via our cloud storage platform. You can access the information you need at any time on any device as long as there is a Wi-Fi or mobile phone connection available.

You may also download your digitised files via Secure download link. In addition, we’re also able to supply document images on CD, DVD, or USB/memory stick.

Security

Electronic documents can be password-protected and encrypted, providing an extra level of security for sensitive information. You can control which members of staff have access to which documents by password protecting downloaded individual file and file batches and for cloud users, restricting which information is available online to which colleague

Compliance

Scanned documents can be easily stored and retrieved to meet regulatory compliance requirements. With every company and customer document available for immediate retrieval and viewing, you can react quicker to external/internal audit requests and to subject access requests made under GDPR.

Backup

Scanning documents helps with backups by creating digital copies of physical documents. These digital copies can be stored on a computer, server, or cloud storage service, providing an additional layer of protection against loss or damage of the original physical documents. This can be especially useful in case of natural disaster or other emergency situations where the physical documents may be destroyed.

Cost-effectiveness

In general, the cost of scanning can be offset by the benefits of having digital copies of documents, such as improved organisation and accessibility, reduced storage costs, and improved disaster recovery capabilities. It can also save time and money in the long run by reducing the need to manually file, search and reproduce physical documents.

Environmental credentials

In recent years, awareness of the impact that businesses have on the environment has risen among members of the public and business decision makers. Now, many millennials (including those with corporate purchasing responsibility) choose potential suppliers partly based on their ethical policies.

A policy of ongoing document scanning and subsequent responsible disposal of the original paper documents (if you request this) will demonstrate your organisation’s commitment to responsible corporate citizenship.

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 USB or a secure Cloud link. The figures shown below represent an average quantity of single sided pages for each storage type.

A standard filing cabinet drawer with hanging files - 2,500 pages

A standard archive box with document folders - 2,000 pages

A standard file transfer box - 600 pages

A document storage bag - 375 pages

lever arch file with dividers and wallets - 350 pages

Unbound stapled documents approx 150 pages per inch

The Document Scanning Process

Our document scanning services follow a proven process to ensure accurate and efficient digitisation:

Collection

ProScan Document Imaging (or its courier) will carefully pack your documents into archive boxes prior to their transportation to our secure Southampton premises. On arrival, we will book in each box giving it a unique identifying number.

Preparation

In accordance with the work schedule agreed, we’ll then prepare your documents using barcoding and patch code sheets if needed. At this point, our staff will also unfold sheets and remove staples to ensure the most accurate scanning of your documentation possible.

Scanning

Your documents are then digitised into images using the latest Kodak scanners. Documents are displayed on high definition screens and inspected in real time by our scanning operative for clarity and accuracy.

Quality Control

Upon completion of the scanning, a manager then checks that the scanning has been carried out successfully and to the specifications you required.

Document Indexing

With all files digitised and stored on our computer network, we then attach any related information to a document or batch of documents. If specified by our clients, documents then undergo the Optical Character Recognition process.

Secure Shredding

Following successful digitisation and indexing, your documents are then shredded and recycled for which we’ll provide you with a certificate of destruction (if required). Alternatively, we can return the documents to you or store them at our premises for a small monthly charge.

Frequently Asked Questions About Document Scanning

At Proscan Imaging, we understand that you may have questions about our document scanning services. To help you get the information you need, we've put together a list of frequently asked questions and their answers below:

Q: What types of documents can you scan?

A: We can scan a wide range of documents, including contracts, invoices, medical records, legal documents, personnel files, and more.

Q: What formats can you deliver the scanned documents in?

A: We can deliver the scanned documents in a variety of formats, including searchable PDF, TIFF or JPEG files.

Q: Can you scan documents of any size?

A: Yes, we can scan documents of any size, from small receipts and letters to large format drawings and maps.

Q: How long does the scanning process take?

A: The scanning process depends on the number of documents and the level of detail required. We will provide you with an estimated turnaround time when we receive your documents.

Q: Will my documents be safe and secure during the scanning process?

A: Yes, we take the security and confidentiality of your documents very seriously. We use secure methods for transferring and storing your files, and all documents are handled by our experienced team in a secure facility.

Q: Can you help me to dispose of the physical documents after scanning?

A: Yes, we can arrange for the secure disposal of your physical documents after scanning, if required.

We hope this FAQ has answered some of your questions about our document scanning services. If you have any further questions, please don't hesitate to contact us. Our experienced team is always available to provide guidance and support to help you streamline your document management processes.

Document scanning prices and quote

ProScan Document Imaging is an established, UK-based document scanning company working with companies, charities, and public sector organisations across the UK.
To obtain a document scanning cost estimate from us, please call us on 023 8063 0050 or fill in the form below.

Fill out my online form .