Document Scanning

ProScan provide a fast turnaround, professional document scanning service for all types of office documents, lever arch files, hanging files, large format drawings and bound books. We scan any size of documents from small receipts and tickets up to A0 size drawings.

Prior to scanning, all documents are prepared by our in house prep team, with all staples and paper clips removed, corners straightened and patch codes inserted where required.

Our Kodak Scanners handle documents efficiently and easily capturing over 240 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 scanned 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.

Click here for more detailed information on the scanning process and the procedures we follow to ensure the accurate digitsation of your paper records.

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!

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 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

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
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