Trusted by local planning authorities and building control departments across the UK, we transform legacy paper files and microfiche into secure, searchable digital archives – quickly, accurately, and in full compliance with GDPR and BS10008.
Planning application files and building control records are among the most voluminous, complex, and legally significant documents that any local authority or professional practice holds. From planning drawings and decision notices to completion certificates and structural calculations, these records must be accessible, accurate, and preserved for decades.
Our professional document scanning service is designed specifically for the demands of planning and building control work. Whether you are a local planning authority (LPA) managing thousands of legacy files, a building control team digitising your compliance archive, or a property developer requiring rapid access to historic consents, we deliver a high-quality, end-to-end digitisation solution you can rely on.
Our planning and building control documentation scanning service covers the full range of document types typically held within application files:
Application forms, decision notices, planning statements, heritage assessments, environmental reports
Building regulation applications, completion certificates, structural calculations, inspection notices
A0, A1, A2 architectural plans, site plans, floor plans, elevations – scanned at high resolution
Legacy microfiche and microfilm conversion for historic planning records held by councils
Title deeds, conveyancing documents, land registry correspondence, mortgage deeds, and supporting legal paperwork.
Carefully debound or scanned intact where binding permits; delivered as indexed, searchable PDF/A files
Our specialised scanning service is dedicated to local councils, focusing on the scanning and conversion of planning and building control applications. This includes decision notes, appeals, plans, drawings, and all relevant documentation. We streamline document access and retrieval for efficient operations in local government.
High-resolution, indexed output: All documents are scanned at a minimum of 300 DPI and delivered as searchable PDF files – the recommended archival format for public sector bodies. OCR processing ensures that text within scanned documents is fully searchable, making it straightforward to locate specific planning references, addresses, or application numbers.
Secure chain of custody: We operate under strictly controlled handling procedures. Your files are collected under a signed manifest, processed in our secure UK-based facilities, and returned or securely destroyed upon completion – fully in line with GDPR and the UK Data Protection Act 2018.
Flexible collection & delivery: We offer nationwide collection from planning offices and building control departments across the UK – from inner London boroughs to rural district councils in Yorkshire, the South West, and the Scottish Highlands. Digitised files are delivered via secure encrypted transfer, on hard drive, or directly into your existing document management system (DMS) or EDRMS.
Our planning and building regulations document scanning services are uniquely customised for each local authority’s specific digital archiving needs. We understand that every local authority has its distinct requirements when it comes to planning and building documents. Therefore, our services are thoughtfully tailored to ensure seamless document management that aligns perfectly with the unique processes and preferences of each council.
Our scanning services deliver exceptional quality when converting paper files and microfiche to digital formats. We ensure the highest image resolution and offer a variety of formats including TIFF, PDF, JPEG, and Searchable PDF, tailored to your specific needs
Following digitisation, we offer meticulous indexing of your digital files. Our indexing process involves capturing relevant fields such as address, date, planning application reference number, and more, tailored to align seamlessly with your record-keeping processes.
Once the files have been indexed, we can work with you to identify documents that can be uploaded to the planning portal or any third party document management system. Documents which are to be kept offline can be filtered out using our advanced data captures systems.
Once the digitisation process is complete, we offer the capability to further organise your digital documents by sorting them into pre-defined categories that align with your specific requirements. This categorisation ensures that your digital records are systematically arranged and easily accessible, facilitating efficient document management and retrieval tailored to your unique organisational needs.
In cases where documents contain sensitive and confidential information, our services extend to redacting such data to ensure the highest levels of security and confidentiality. Redaction involves the careful and thorough removal or masking of personal or confidential details, safeguarding the integrity of your documents and mitigating privacy risks.
The digital files can be effortlessly uploaded to your planning portal, stored within Pearl Cloud, or provided on a secure hard drive for local storage. This strategic approach facilitates convenient access and viewing of the files as required. Our streamlined data upload process ensures that crucial planning information is readily accessible, fostering efficient collaboration and enhancing customer service within your planning department.
Our GDPR compliance ensures that your sensitive information is handled with the utmost care and in full accordance with European and UK data protection regulations.
Our ISO 27001 certification demonstrates our commitment to maintaining robust information security management systems, safeguarding your data throughout its lifecycle.
We adhere to BS10008 standards, which focus on the authenticity and integrity of digital information. This standard is particularly crucial for legal documents and records.
With the UK Government’s continued push for digital planning reform – including the Levelling Up and Regeneration Act 2023 and the Planning Portal’s evolving digital submission requirements – local planning authorities are under increasing pressure to modernise their document management infrastructure. Our scanning service directly supports LPAs in achieving compliance, improving public access to planning records, and reducing the physical storage burden of decades of paper-based files.
We are experienced in delivering outputs compatible with leading EDRMS platforms and local authority DMS solutions used across England, Wales, and Scotland.
Microfiche Types Supported: We specialise in scanning various Microfiche types, including 16mm, 35mm, and COMBI, catering to diverse document collections.
File Format Flexibility: Our Microfiche Scanning Services offer versatile file formats, including TIFF, PDF, and JPG, ensuring compatibility with various systems and preferences.
Indexing: We meticulously index microfiche documents by planning reference number, property address, applicant name, etc. facilitating precise document retrieval.
Seamless Hosting on Pearl Cloud: Your digitised microfiche documents can be seamlessly hosted on Pearl Cloud for secure and accessible storage.
Third-Party System Upload: Choose between supply on a secure hard drive, uploading to your planning portal, or other EDMS, accommodating your preferred storage method.
Our comprehensive logistics services encompass secure document collection, transportation, and delivery, providing you with a seamless end-to-end solution.
Our secure document storage solutions ensure that your vital records, including planning applications, microfiche, plans, maps, and more, are stored safely and conveniently.
Protect sensitive data with our accredited shredding services. We securely shred documents, providing peace of mind while adhering to the highest BS 15713 standards of data destruction.
