Document scanning FAQ
How much do document scanning services cost?
Document scanning service prices vary according to the volume of documentation you require to be digitised as well as the size and the quality of the document papers themselves. If you require OCR, there is a small additional charge. Please contact us for a customized document scanning quote.
Will my organisation need to retain paper documents?
No. The retention of paper documents is not necessary as all work carried out on your behalf by ProScan Document Imaging conforms with British Standard Institute BIP0008. BIP0008 is the recognised standard for the implementation and operation of electronic information management systems.
All documentation digitised in accordance with BIP0008 ensures “evidential weight and (the) legal admissibility of information stored electronically”.
Which types of clients do you offer document scanning services to?
Our services are offered to all companies, charities, and public sector organisations across the UK. We have particular sector expertise in the following:
- Private healthcare document scanning
- NHS document scanning
- Medical document scanning
- Patient record scanning
- Aerospace document scanning
- Emergency services document scanning
- HR file document scanning
- Environment Agency document scanning
- Housing Associations document scanning
- Insurance document scanning
- Legal document scanning
- Local authorities document scanning
- Manufacturing document scanning
- Pharmaceutical document scanning
Where can I find document scanning services near me?
ProScan Document Imaging offers out document scanning solutions to companies, charities, and public sector organisations across the UK. We serve the following areas and more from our Southampton office:
- Document scanning London
- Document scanning Manchester
- Document scanning Edinburgh
- Document scanning Cardiff
- Document scanning Leeds
- Document scanning Leicester
- Document scanning Kent
- Document scanning Northern Ireland
- Document scanning Newcastle
- Document scanning Essex
- Document scanning Belfast
- Document scanning Birmingham
- Document scanning Halifax
- Document scanning Glasgow
As long as we can arrange a courier to collect your documentation, we can service you.
We offer a free in-house collection service to businesses based across Hampshire and beyond including Andover, Basingstoke, Bournemouth, Eastleigh, Fareham, Havant, Portsmouth, Southampton and Winchester.
What types of documents do we scan?
Our document scanning systems and software are capable of outputting clear images which can later be OCRed for the following and more:
- Bank statement scanning
- Credit note scanning
- Customer file scanning
- Delivery note scanning
- Engineering drawing scanning
- Lab book scanning
- Medical record scanning
- Personnel record scanning
- Planning file scanning
- Purchase invoice scanning
- Research file scanning
- Sales invoice scanning
- Student record scanning
- Technical manual scanning
- Test data scanning
When we’re capturing images of your documentation, our software automatically scans and records the text on each one allowing for easy digital retrieval at any time.
How can I be sure that ProScan Document Imaging will keep my organisation’s information safe?
Since 2006, ProScan Document Imaging have been trusted with the scanning, digitisation, and online archiving of important documentation and paperwork by hundreds of companies, charities, and public sector organisations across the UK.
We are accredited to ISO9001:2015 standard for the provision of document scanning services and we’re registered with the Information Commissioner’s Office. Prior to receiving the offer of employment, all of our staff members are thoroughly security-checked. Finally, before we start working with you, we will sign any non-disclosure agreement you require offering you a final layer of protection covering the sensitive and personal data your organisation holds.
Can ProScan Document Imaging’s service form part of my organisation’s disaster recovery/business continuity plans?
Yes. Recent reports indicating the heightened level of cybersecurity attacks against companies, charities, and public sector organisations have highlighted the need for organisations to implement continuity plans. Document scanning and storage should be an integral part of any plan.
Please ask us about ProScan Document Imaging’s OwnCloud service when you contact us. You can transfer your digitised files to our OwnCloud secure platform - OwnCloud is an enterprise class ISO-27001 certified online file sharing and management system allowing you and your colleagues to access important files on the move.
OwnCloud’s servers are located securely with our UK-based data centres and works with Android, iOS, and Windows devices.
Is your document scanning service GDPR compliant?
Yes. Please contact us for more information on our GDPR compliance policy.
Should I just use a document scanning app instead and do it myself?
If you need to scan small numbers of documents occasionally and you don’t need the ability to be able to retrieve those files digitally, you should be able to do it for yourself. You can download apps for document scanning on an iPhone.
However, if you intend to digitise large volumes of paperwork and you & your staff need to be able to search through those documents and retrieve them, it’s far more effective in terms of cost and time to outsource scanning services to a company like ProScan Document Imaging.
By using our services, there will be no requirement for you to plan or invest in either the equipment and software required to launch, manage, and secure your own reliable internal file scanning and retrieval platform. In addition, there will be no need to divert staff away from their normal duties to scan and check each individual document they’ve scanned.