Document scanning services are more significant than ever in our modern digital world, where everything is expected to be at hand within seconds. While keeping paper documents in our offices has been the norm for many years, the hidden costs that come with it are endless.Â
Therefore by adhering to modern storage solutions like document scanning, not only are you protecting your business against pointless losses, but also future proofing it for generations to come, ensuring continuity, security and utmost customer satisfaction.Â
Now let’s dive deep into everything you need to know about document scanning services and how they can benefit your business.Â
What Are Document Scanning Services?
Document scanning services refer to the practice of converting your paper files into secure digital formats such as searchable PDFs, OCR-enabled files and indexed folders.
OCR or Optical Character Recognition refers to the technology that turns scanned files into editable and shareable data. This is done by recognising letters and matching them to known characters, turning them into editable content, such as a Word or Excel document.Â
Commonly scanned types of documents:
- InvoicesÂ
- HR records
- Legal files
- Lloyd George records
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Scanning documents such as these is ideal for businesses looking to save space, improve access and organisation, and stay compliant.
Key Benefits of Using Document Scanning Services
Document scanning proves to be beneficial for businesses in various ways:Â
- Save space: Eliminate filing cabinets.
- Boost security: Protect data with encryption & backups.
- Fast access: Find files in seconds with OCR.
- Stay compliant: Meet GDPR & legal standards.
- Cut costs: Reduce paper handling and storage fees.
How the Document Scanning Process Works
Scanning services can be broken down into 6 simple steps:
- Collect: Documents are picked up or scanned on-site.
- Prep: Staples removed and files are sorted.
- Scan: High-resolution scanning with OCR.
- Review: Quality checks & indexing.
- Deliver: Secure digital files returned.
- Shred or store: Originals securely handled.
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These processes ultimately make your documents easier to store, search, share and manage.Â
Types of Document Scanning Services
There are different types of document scanning services based on the type, volume, sensitivity and intended use of the documents. These include:Â
- Bulk scanning (Great for boxes of archived files)
- Large format scanning (Great for architectural plans or drawings)
- Invoice capture (Great for accounts payable and receipts)
- Mailroom scanning (Great for digitising incoming post)
- HR document scanning (Great for employee records and contracts)
- Microfiche scanning (Great for legacy microfiche or microfilm)
- On-demand scanning (Great for scanning only what you need)
- Secure or certified scanning (Great for BS 10008-compliant records)
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*BS 10008 is a British Standard that ensures digital records are trusted, accurate and authentic representations of the original paper document, especially in legal or regulatory settings.Â
Choosing the Right Document Scanning Provider
When choosing your optimal scanning service it’s important to consider the following things:Â
- Are they BS 10008 compliant?
- Do they offer OCR and file indexing?
- How secure is the process?
- What turnaround times do they promise?
- Do they provide storage or shredding options?
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We recommend avoiding providers who appear to have a lack of encryption or experience in the field as they will not be best suited to handle your legal or confidential files.Â
Transform your paper archive into a searchable digital system.
Talk to our scanning specialists and discover a more efficient way to manage your documents.
Costs of Document Scanning Services
Pricing models may vary from provider to provider, per page pricing is common, though some may price it per box or project. Bulk discounts often apply for larger volumes of files.
Other factors which may affect the cost include:
- Document condition
- Removal of staples and paper clipsÂ
- Volume
- Format complexity (colour, size, binding)
- OCR and indexing options
Tips to help reduce costs:
- Declutter before scanning so you can remove any duplicate or unnecessary documents.Â
- Digitise only active or legally required documents, shred those which have reached the end of their lifecycle.
Final Thoughts
Ultimately, document scanning makes your business more efficient and secure by offering you greater accessibility to all your documents, but it also makes them easier to store, manage and keep compliant. Helping you save time, money, and stress.
By going paperless, you can future-proof your business for years to come, and ensure you never lose a file ever again. Giving you ultimate security and peace of mind, whilst ensuring client satisfaction.Â
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Scan, store, and simplify.
Let our team handle your document conversion from start to finish.
