Document Scanning Kent

1. Collection

Our scanning services begin with collection of documents from the client’s offices or their external storage warehouses. We use our own secure transport and drivers for the bulk collection of documents, this also includes onsite assistance with sorting and packing documents into boxes.

2. Preparation

The scanning process begins firstly by preparing the documents for the scan-ready format, which involves going through documents and removing any document fasteners, e.g. staples, paperclips, binding, etc. and unfolding of documents where necessary.

3. Scanning

Depending on the agreed scanning format such as black and white or colour, the document scanners are setup to configure the required scanning profile to meet the client’s required document scanning specification. We use state-of-the-art professional high volume document scanners.

4. OCR

We typically apply OCR process to all scanned documents to convert scanned images to text searchable format such as text searchable PDF file format. The searchable text data can also be exported to a database for faster text searchability.

5. Indexing

The scanned documents/files can be indexed as per document category, for example;

• Name
• Reference number
• Document tile
• Document date

6. Quality

All documents are scanned to our externally audited ISO 9001 Quality Assurance procedures, and we also follow the BS DISC PD10008 recommendations for the Legal admissibility of scanned information. Our scanners produce the highest quality images, using latest imaging technology to ensure quality and consistency throughout the entire scanning process.

7. Delivery

Upon completion of the scanning process, our finalisation team compiles a master data file and encrypts the data for higher data security & confidentiality. The digital can be supplied via a USB drive containing the complete scan data or an encrypted file available to download from our secure FTP/Pearl Portal.

8. Inventory

After the successful document scanning process, we will produce an inventory check list for the client & our QA audit team. The inventory will list all of the files digitised and uploaded onto the system or supplied on a removable media such as USB or Hard-Drive.

9. Shredding

The majority of our clients would like to have their documents scanned and then shredded after an agreed period of time. We securely shred all documents to the BS EN 15713 standards and provide certification.