How it works

We will collect the paper originals from you or we can arrange to scan on site at your premises with one of our portable high speed scanners.
Scanned documents will be returned with 1 master disc plus 2 extra safety/ back-up CDs or DVDs..

We can scan your documents as either...

  • 1 searchable* PDF per lever-arch/box file or archive box, indexed** with the name from the lever-arch/box file.
  • 1 searchable PDF per page scanned, indexed with the name from the lever-arch/box file plus an incremental number.

Our basic page rate requires that...

Documents must be flat, in good condition with no staples.
The pages should all be one size in each batch - either all A4, A5 or A6 and all either single or double sided and be between 80 and 120 gsm.
Scanning is in black & white at a resolution of 200 dpi.
(this is the accepted standard for document scanning, we can scan at higher resolutions for an additional cost)

Additional services we offer

  • Return or secure shredding of the physical originals
  • Preparation of documents that are stapled, paper clipped, creased or dog-eared. We can unbind large documents ready for scanning.
  • Extra indexing e.g. a lever-arch split by 5 dividers can be scanned as 5 separate PDFs, each indexed by their divider name, stored in a folder, which is indexed by the lever-arch file name.
  • Automatic indexing of each document using information taken from the scan itself ***
  • Manual indexing
  • Colour scanning
  • A3 document scanning
  • Higher resolution scanning

*A searchable PDF is a document that can be read with free software from any computer.
All typing has been turned into text (hidden under the picture of the text) using optical character recognition software [OCR].
You can search for text and/or copy and paste it to a Word or Excel document. OCR software cannot read and convert handwriting
Searching for text keywords in a folder in Windows will quickly find the PDF, then a simple search (using Ctrl + F) of the PDF will go to the appropriate document within the PDF.

**Indexing is the naming of the PDF and any folder structure that they are stored in (also referred to as metadata)

***If you have standard forms to scan (invoices, works orders etc.), each document can be automatically indexed and then filed into named folders with information taken from the scan itself (e.g. a document called “Acct 4037-Invoice 1121.pdf”stored in a folder called “Jones Bros. Ltd”, where the Account No., Invoice No. and Name of Client were taken from the scan).

 

New To Scanning?

Scanning basically involves copying hard copies of paper documents and “digitising” them into electronic files. We scan your documents as searchable PDF files. This is a worldwide standard which is free to use. It is unlikely that your PC doesn’t already have it installed, but if not you can download Adobe’s PDF reader for free by clicking here.

What do we mean by “searchable”?
Typed information (not handwritten) is converted into text that can be searched or copied by a process called OCR (Optical Character Recognition).
This information sits “under” the picture of the document that you see, and is one of the most important parts of document storage.
It means that you can search for specific word/s in a document and be taken to any pages with that/those words IMMEDIATELY.
If you are not sure where the document has been filed, you can easily search Windows.  This may take a few minutes and can be done while you get on with something else, but it certainly beats rifling through multiple filing cabinets for hours!

Our Pricing Model

The majority of our clients want simple archiving at the lowest price.

We take this as our baseline and then give you a "bolt on" price if you want anything additional to our basic scanning

Please click here to get a full explanation of pricing

Basic Scanning

We can scan your documents as either:

1 searchable PDF per lever-arch/box file or archive box, which is indexed with the name from the lever-arch/box file.

1 searchable PDF per page scanned, indexed with the name from the lever-arch/box file plus an incremental number.

Scanned in black & white at a resolution of 200 dpi. This is the industry stanfard for document scanning and is fully compliant with BIP0008 legal standard.

Documents must be flat, in good condition with no staples.
The pages should all be one size in each batch - either all
A4, A5 or A6 and all either single or double sided and be
between 80 and 120 gsm.

SharPoint Online Document Management

Our Microsoft MOS accredited developer can create a Cloud-based SharePoint Online DMS to suit your needs from simple Libraries to a workflow-centric Case management system to both create and store job items.

As we have worked on many document management systems in the past, we can advise you on the best ways to use this latest technology (SharePoint 2013/365 online).

All documents are securely stored 'in the cloud' by Microsoft. We will create your site to your specifications and from then on the running costs are paid directly to Microsoft on a per user basis.
As well as providing a world renowned document and record management system, SharePoint provides a superb collaboration site for your organisation and can also host your Intranet and Internet website at no extra cost.
Using SharePoint 2013 Online, your website can be updated and changed by your existing developers using their normal tools without them having to learn about Sharepoint.
We would also factor in a days training for your current IT gurus to be able to maintain and extend the site/s