Do you want to be more organised and make your office paper documents easy to access for all the team but don’t know where to start? Transform your hard copy documents into an electronic inventory with our high-quality document scanning service. Many businesses have mountains of files that need to be archived in an accessible way and the thought of digitising these can be daunting and time-consuming. Outsourcing your document scanning to a professional service provider like Archive-Vault could be the perfect solution. 

Our expert team will ensure that your documents are handled with care and our robust quality control measures mean that your scanning will be done to the highest standard. What’s more, you can rest assured that the security of your data is a top priority for us.

What are the benefits of Document Scanning?

When you scan a document you convert it to a digital file that can be easily searched for and found quickly providing it’s been indexed correctly. Scanning is ideal for businesses that need to access a large number of files on a regular basis where the digital copy is sufficient. The original copies may need to be retained for legal purposes, and these can be stored in our purpose-built flood and fireproof warehouse. There are many benefits to scanning your documents:

• Access your documents in seconds and share easily with the team
• Increase productivity within the workplace
• Provide assurance for audits
• Free up your valuable office space
• Increase your data security, enhancing compliance
• Electronic files can be password protected and encrypted
• Flexibility to suit your business needs
• Working towards an environmentally friendly workplace
• Improving disaster recovery with digital backup files

Why use Archive-Vault for your document scanning?

We prioritise the safety and security of your documents. We understand that documents can contain sensitive information, which is why we carry out all our services in line with Data Protection Regulations, so you can be confident your data is safe and secure. 

With over a decade of experience when it comes to secure data handling, our expert team provide first-class document management across East Anglia and the UK.

Convenient, reliable and secure document collection

At Archive-Vault we like to make things as easy as possible for our clients. Right from the get-go we’re on hand to help, from providing flat-pack storage boxes should you need them (we can pack them too) to arranging collection. We’ll collect the documents from your premises on your preferred day using our secure tracked vehicles, or, if they are in storage, retrieve the files and put them into a safe and secure holding area ready to prepare for scanning. 

Each box is given a unique barcode number giving you peace of mind that there is a secure chain of custody. Your documents will be fully trackable and traceable at all times. 

Thorough preparation and stringent quality control for your documents

When it comes to document scanning, preparation is crucial. Each and every document may need to be meticulously removed from ring binders, plastic wallets or other storage files and could be attached to other paperwork. Great care and attention to detail is needed to ensure documents are free from anything that will not go through the scanner, such as staples, creases and paper clips. 

Throughout the scanning process your documents will undergo stringent quality control checks by our diligent team. This is to ensure that they have been accurately scanned and that there is the best quality digital conversion possible. In the rare instance that any document does not meet our high-quality standards it will be rescanned. 

High-quality document scanning 

We'll scan your documents using state-of-the-art scanning equipment such as our Kodak scanner, which delivers outstanding image quality and excellent OCR (Optical Character Recognition) read rates. By using high-quality scanning equipment we can offer our clients first-rate digital imagery and readability. 

The scanning team will digitise all documents and images to the requested format. Whether you prefer JPEG, PDF or TIFF files, we’ll scan your documents to the same high standard. We are able to scan any size or type of document from small paperwork such as receipts to large documents up to size A0, including construction plans. So the sky’s the limit when it comes to scanning with Archive-Vault. 

Bespoke document indexing service

Indexing is a vital stage in the document scanning process. Get it right and you will ensure that your digital documents can be found quickly and easily. It involves allocating identifiable labels to your documents such as invoice numbers and names. 

We work closely with our clients to create a bespoke indexing system tailored to exact requirements and built around the way teams search for documents. After indexing your documents are converted into a readable PDF for easy searching. 

Scan as You Go

Our Scan as You Go is a service which is more suitable for businesses with a smaller budget or where the cost of scanning needs to be spread over a period of time. We’ll collect your documents for scanning and store them in our secure facility. 

Your documents are then scanned on a monthly basis, using hi-tech equipment that includes our Kodak scanner, and on a pre-agreed percentage basis. This way, your business is charged monthly which helps with budgeting, whilst keeping your scanned documents stored securely until the project is complete. No matter how big or small your organisation, we can provide a high- quality scanning service and document management solution for you.

Data Protection and your documents 

When it comes to storing important documents, you need to know both the physical and digital copies are in safe hands. All our team members are vetted and we are registered with the Information Commissioner’s Office (ICO), working to the guidelines that have been set when it comes to Data Protection. 

Your digital data will be formatted and given back to you via USB, hard drive or your online platform depending on the volume of documents scanned. Once the scanning process has been completed, the original copies can either be returned to you, stored in our warehouse or securely destroyed in line with the General Data Protection Regulation (GDPR). At Archive-Vault we prioritise the safety and security of your data.

Ready to scan your documents? We can help.

At Archive-Vault we handle every stage of the scanning process saving you time and hassle. Our expert team will collect, scan, index, securely destroy and safely return your documents. Rigorous quality control measures and high-specification scanning equipment ensure that your paper documents are converted to high-quality digital files. If you’re ready to start your next scanning project, we can help. Contact our team today!