Our 9-Step Document Scanning Process

Q: How do you ensure no pages are missed during scanning?

We use industrial scanners equipped with ultrasonic double-feed detection. These sensors emit sound waves to detect the air gap between overlapping sheets. If a double-feed is identified, the scanner stops immediately so the operator can clear the feed and rescan the documents.

Q: Can we access files while they are at your bureau?

Yes. Through our Scan on Demand service, we can locate, digitise, and securely deliver any specific file from your archive within hours of a request.

Q: How do you handle fragile or non-standard documents?

During the Physical Preparation phase, non-standard items like receipts or bound materials are identified. Fragile documents are hand-fed, scanned on a flat-bed scanner, or placed in protective carriers to ensure high-fidelity capture without risking the integrity of the original.

Secure, ISO-Certified & Tailored to Your Business.
We’ve spent years perfecting how we do this – from picking up your documents to using smart AI tech. Here’s how we digitise your documents so they’re searchable, accessible, and ready when you need them.

Get a free quote

An animation of a scanner and a desk with a screen

Engineered for Quality, Standards & Compliance

Moving large volumes of documents from paper to digital isn’t just about scanning – it’s about preserving data integrity and ensuring long-term accessibility. Over the past 22 years, we’ve developed a comprehensive workflow that manages every aspect: careful preparation, high-resolution capture, and intelligent indexing. Whether you’re digitising historical archives or converting active files for integration with your cloud systems, we provide the secure infrastructure needed to make your data searchable, accessible, and compliant with BS 10008.

Phase 1: Planning & Secure Pickup

Step 1: Consultation & Assessment – We begin with an initial consultation (phone, video, or in-person) to understand your requirements. Our team assesses your document volume, scanning preferences (black & white or colour), file indexing needs, and timeline – then provides a clear, upfront quote.

Step 2: Secure Collection Anywhere in the UK – Our GPS-tracked vehicles collect your documents from any location nationwide. We supply all necessary archive boxes and security seals.

Timeline: 24-48 hours (same-day emergency service available)
Security: Full tracking documentation from pickup to return

Phase 2: The Digitisation Workflow

Step 3: Document Preparation – Our specialists prepare your files for scanning. We remove all fasteners (staples, clips, bindings) and repair fragile or damaged records to ensure clean, high-quality scans.

Step 4: High-Resolution Scanning – Using professional-grade scanners, we digitise your documents at a minimum of 300 DPI (or higher based on your requirements). Our equipment features:

Automated Colour Detection: Accurate reproduction of mixed-format batches
Image Enhancement: Intelligent de-skewing, brightness adjustment, and file size optimisation for optimal results

Step 5: OCR Text Recognition – We apply advanced OCR technology to convert scanned images into fully searchable text. This enables your team to locate specific information within seconds using keyword searches across your entire digital archive.

Step 6: File Indexing & Metadata – We organise your digital files to match your existing filing structure. Whether indexing by date, client name, department, or reference number, we structure your archive for intuitive navigation and quick retrieval.

Phase 3: Quality Assurance & Delivery

Step 7: Multi-Point Quality Control – Every batch undergoes independent verification by our quality team. We check for image clarity, correct orientation, and indexing accuracy to ensure your files meet BS10008 archival standards. Any file that doesn’t meet our quality benchmark is immediately rescanned.

Step 8: Secure Data Delivery – We deliver your digital documents via your preferred method:

Pearl Cloud: Our fully managed, Document Management System
Physical Media: Encrypted USB drives or external hard drives
System Integration: Direct upload to SharePoint, Microsoft 365, or secure download link

Phase 4: Professional Document Aftercare

Step 9: Secure Handling of Your Original Documents – Once digitisation is complete, you decide what happens to your physical records. We offer three fully compliant options tailored to your retention policies and business needs:

Certified Destruction: We securely shred your documents using BS15713-accredited methods. You’ll receive a Certificate of Destruction for compliance and audit purposes, providing complete peace of mind that sensitive information has been permanently disposed of.
Secure Return: Your original documents are carefully reboxed and returned with full chain-of-custody documentation. We coordinate delivery to ensure your records arrive safely back at your premises at a time that suits your operations.
Deep Storage & Archiving: We store your physical records in our secure warehouses. This option is ideal for documents requiring legal retention but infrequent access.

Your Archive Deserves Better Than a Filing Cabinet

We’ll work with you to plan your digitisation project from start to finish. Our team will help you:

Define Your Requirements: Volume assessment, scanning specifications, and indexing needs
Plan Logistics: Collection, preparation, and delivery timelines tailored to your operations
Ensure Compliance: Full security protocols and audit trails that meet your industry standards
Deliver Your Data: Choose from cloud access, physical media, or secure file transfer

Ready to get started?

Our team will scope your project, answer your questions, and provide a detailed quote - all at no cost to you.

Get in touch

How We Scan Your Documents: A Demonstration of our Production Workflow

Watch our scanning operator demonstrates the scanning process using a demo scanner. We utilise high-speed production scanners to convert physical archives into searchable digital formats, ensuring every page is captured with 300 DPI clarity and professional-grade quality control.

FAQs

How do you ensure no pages are missed during scanning?

We use industrial scanners equipped with ultrasonic double-feed detection. These sensors emit sound waves to detect the air gap between overlapping sheets. If a double-feed is identified, the scanner stops immediately so the operator can clear the feed and rescan the documents.

Can we access files while they are at your bureau?

Yes. Through our Scan on Demand service, we can locate, digitise, and securely deliver any specific file from your archive within hours of a request.

How is OCR accuracy verified?

We use enhanced OCR engines combined with the image clean-up performed in Step 4. We offer a FREE sample scan and indexing test to demonstrate the searchability and accuracy levels specific to your document types.

What happens to the data after delivery?

Following ISO 27001 protocols, we maintain encrypted backups for 90 days to ensure successful ingestion into your systems. After this period, or upon your confirmation, all data is permanently purged from our local servers.

How do you handle fragile or non-standard documents?

During the Physical Preparation phase, non-standard items like receipts or bound materials are identified. Fragile documents are hand-fed, scanned on a flat-bed scanner, or placed in protective carriers to ensure high-fidelity capture without risking the integrity of the original.