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Scanning Process Step By Step
Step 1: Document Collection
We use our own transport and personnel to collect documents from anywhere in the UK giving peace of mind and total data security. We are happy to supply and load documents straight into specialist crates free of charge minimising your time and spend.
Step 2: Staple Removal
Before we scan the documents our team go through the files taking care to remove all staples, elastic bands, treasury tags and paper clips. We can return items such as bull dog clips or lever arch files at your request creating a further saving.
Step 3: Scanning Process
We only use the modern hi tech scanners boasting ultra-sonic, double feed detection, automated colour detection and image processing tools. We scan to your preferred format such as PDF, PDF Searchable, TIFF, JPEG etc. We scan paper as small as a business card up to A3 as well as Plans and Drawings in full colour or black and white.
Step 4: Indexing, OCR
Our first aim is to categorise the documents. For example we may reference a medical record file with patient name, patient number and date of birth. Our second aim is to allow the most detailed of searches possible. OCR is 95% accurate and opens up the possibility of full word searches.
Step 5: Quality Control
We have developed a quality control system around the recommendation’s of BS:10008 for Compliant Document Scanning.
Step 6: Storage Medium Choice
You get to choose from the multitude of storage mediums available. Common options are CD (15,000 image’s ) DVD (100,000 images+) Memory Stick or Portable Hard Drive (Depends on capacity but perhaps 1 Million+). How about Cloud storage? (Infinite).
Step 7: Confidential Destruction
We destroy all the documents that we scan three months after data return. This process is safe and secure and completed in a compliant manner. A certificate of destruction can be issued upon request. Alternatively we can return the hard copy documents to the client upon request.
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