Frequently Asked Questions

In the document management world, popular accreditations and certifications are ISO 9001 for quality and ISO 27001 for information security. There are also specific standards for confidential data destruction (BS EN 15713) and the handling of electronic information (BS 10008). 

By holding accredited certifications and memberships, we demonstrate our dedication to upholding industry standards and best practices, which in turn boosts our credibility and fosters trust among our customers and partners.  

• Credibility and Trustworthiness – Many document management businesses must adhere to specific regulatory and industry standards. Acquiring the necessary accreditations and certifications ensures compliance with these regulations, thereby minimising the risk of legal issues and penalties.  

• Compliance and Legal Requirements – Accreditations and certifications often involve rigorous assessment processes to guarantee that professionals and businesses meet predetermined quality standards. This results in enhanced service quality, accuracy, and consistency, ultimately leading to satisfied clients.  

• Quality Assurance – Given that document management businesses handle sensitive and confidential information, accredited professionals and certified companies are better equipped to address data security, privacy, and disaster recovery risks, thus lowering the chances of data breaches. 

• Risk Management – Document management businesses handle sensitive and confidential information. Accredited professionals and certified companies are better equipped to manage data security, privacy, and disaster recovery risks, reducing the likelihood of data breaches. 

Opting for a document management company without accreditation or certification can increase the chances of data breaches, sensitive information loss, and failure to meet industry rules. It might also shake your confidence in their services and put more responsibility on you as the customer.

ISO 9001 is an international standard that specifies requirements for a quality management system (QMS). It helps organisations demonstrate their ability to consistently provide products and services that meet customer and regulatory requirements. ISO 9001 is widely recognised and can be applied to any organisation, regardless of size or industry. The standard emphasises the importance of continuous improvement and customer satisfaction.

Chaffinch is proud to hold the accreditation for ISO 9001.

ISO 27001, recently updated in 2022, is the international standard for information security management. It defines the requirements of a best-practice ISMS (information security management system). This standard takes a risk-based approach to information security, accounting for people, processes, and technology.

Chaffinch is proud to hold the accreditation for ISO 27001.

BS 10008 is the British Standard on evidential weight and legal admissibility of electronically stored information. Its main aim is to provide organisations with a means to prove their electronic records are trustworthy and therefore can be used as evidence to resolve a dispute.

Chaffinch proudly adheres to BS 10008 accredited standards.

BS EN 15713 is the British adoption of the European standard for the Information Destruction industry. It provides organisations with recommendations for the management and control of the collection, transportation, destruction of confidential material, and recycling to ensure secure and safe disposal. Entrusting your data destruction needs to a company that not only complies with BS EN 15713 but also has it incorporated into their quality management system BS EN ISO 9001 and is inspected against it is crucial to ensure the reliability of the services and products provided. Compliant companies:

• Have demonstrated that their confidential destruction premises are secured and managed appropriately to avoid contamination or security breaches.
• Have a clear and accurate process in place to ensure all contracts with clients, suppliers, and subcontractors are up to standard.
• Will inform clients whenever subcontractors are used.
• Have conducted staff screening and vetting against British Standard BS 7858.
• Have in place tested, secure, and appropriate processes for the collection, retention, and destruction of confidential material.

Chaffinch proudly upholds BS EN 15713 accredited standards.

We accept all major debit and credit cards, such as Visa, Mastercard, and Solo. When using your debit or credit card for payment, please make sure that your name and billing address match the cardholder details held by your card issuer. We also accept payment via BACS and offer automatic payments.

For first-time business customers, we require upfront payment for the initial transaction. After that, the payment terms are 30 days from the receipt of the invoice. Domestic customers must pay for services upfront.

We do not charge any extra fees or administration charges for using certain payment methods.

Yes, many of our regular customers sign up for Direct Debit. You will receive an automatic invitation to set up automatic payments with GoCardless before your first invoice becomes due. If you have any queries, please contact our accounts team at [email protected].

Please contact our accounts team at [email protected], and our helpful team will be happy to discuss any queries you may have.

We do not currently offer early payment discounts.

To track your payment history, please email our accounts team at [email protected] to request a statement of your account.

Late payments can be a significant issue for small businesses like ours. While we aim to work with our customers to resolve payment issues amicably, should they persist, we may put accounts with overdue invoices on hold. This means non-fulfillment of services, such as shredding collections, file retrievals, or cloud storage. We may also choose not to continue supplying on credit terms. Furthermore, as per the Late Payment of Commercial Debts (Interest) Act 1998, we reserve the right to charge ‘statutory interest’ on late commercial transactions, which is 8% plus the Bank of England base rate. If you are struggling with payments, please get in touch with our accounts team at [email protected] to let us know.

Depending on the service type, value, and duration, we do offer payment plans to help our customers manage cash flow. For example, our Scan to Zero offering allows our customers to pay a fixed monthly fee for the storage, destruction, and digitisation of paper records. Similarly, for large-scale destruction jobs, we can offer short to long-term shredding schedules with payment terms to reflect this.

We utilise Stripe to handle card payments for us. Stripe is a separate payment processor that has full access to the billing details provided, including card number, expiry date, and CVC code. In our Stripe admin dashboard, we can view a redacted version of this information for debugging and management purposes. Additionally, we use GoCardless for all our recurring monthly invoices and Direct Debits. We can simply invoice customers directly, and payments will be automatically collected through GoCardless on a regular basis.

Stripe and GoCardless are both reputable payment platforms in the UK. They offer fraud protection and are compliant with the Payment Card Industry Data Security Standard (PCI DSS). Stripe has a PCI Service Provider Level 1 certification, which is the highest level of certification in the payments industry. GoCardless is authorised by the Financial Conduct Authority (FCA) as a payment institution and has an ISO 27001 certification for information security.

As a company, we have implemented several measures to protect your data. These measures include encryption, secure access controls, regular security audits, and strict data privacy policies. Additionally, we ensure compliance with relevant data protection regulations and ISO standards to safeguard your information.

We will only share your personal data with third parties in the ways outlined in our Privacy Policy or at the point of data collection.

At Chaffinch, we handle data breaches and security incidents in accordance with UK Data Protection Act 2018 and ISO 27001. Our approach involves a comprehensive incident response plan that aligns with legal requirements and industry standards. In the event of a data breach or security incident, we follow a structured process designed to detect, respond to, and recover from such events. This includes containing the impact, assessing the nature and scope of the incident, and mitigating potential risks to affected individuals and our organisation. Our team works to isolate affected systems and data, assess the potential impact on individuals and the organisation, and determine the appropriate response and notification procedures, as mandated by UK laws and ISO standards. Moreover, we understand the importance of complying with notification requirements, and we ensure timely reporting to the relevant supervisory authority and affected individuals, as specified by the applicable laws and standards. Following the resolution of the incident, we conduct a thorough review to identify any weaknesses in our security measures and incident response procedures. This post-incident review is integral to our commitment to continuous improvement and enhancing our incident response capabilities for the future.

Yes, under UK data protection laws, you have the right to access and update your personal information held by an organisation. This is known as the right of access or subject access right. You can make a request to Chaffinch to obtain information about whether we are processing your personal data and to obtain a copy of that data. Additionally, you have the right to have inaccurate personal data rectified or completed if it is incomplete. Read more about subject access requests here.

We use robust and industry-standard encryption methods such as AES (Advanced Encryption Standard) to protect sensitive data. AES is widely recognised for its security and is used by organisations worldwide to safeguard confidential information.

Yes, we are fully compliant with data privacy laws and regulations, including the UK Data Protection Act 2018 and the EU GDPR 2018. Your data privacy and security are of utmost importance to us.

We retain customer data for five years, and after that, we securely delete all the data from our systems. This complies with our data retention policy and ensures that we are in line with data protection regulations.

Although we do not facilitate online transactions through chaffinch.com, our payment partners, Stripe and GoCardless, are trusted payment platforms in the UK. They provide protection against fraud and comply with the Payment Card Industry Data Security Standard (PCI DSS). Stripe holds the highest level of certification in the payments industry, the PCI Service Provider Level 1 certification. GoCardless is authorised by the Financial Conduct Authority (FCA) as a payment institution and holds an ISO 27001 certification for information security.

Yes, we conduct regular security audits and assessments of our systems in accordance with ISO 9001, ISO 27001, BS 10008, and BS EN 15713 requirements. A third party conducts these audits to ensure impartiality and adherence to best practices. It’s important for us to ensure that our systems meet the prescribed standards and maintain the highest level of security.

In accordance with UK data privacy regulations, we handle requests to delete personal data from our systems by promptly reviewing each request and verifying the identity of the requester. Once verified, we proceed to locate and delete the requested personal data from our systems in a secure manner while ensuring that it complies with data protection laws. Additionally, we maintain records of the deletion request and the actions taken for compliance purposes. Find out more about the right to get your data deleted here.

Our values drive us every day to provide exceptional service and solutions for our customers, prioritising innovation, collaboration, and continuous improvement. They include:

• Innovation: We’re pioneers of technological innovation, constantly exploring fresh solutions and approaches to empower your business goals.
• Customer-Centric: We’re passionate about exceptional service. We aim to build long-lasting relationships based on trust, transparency, and respect.
• Continuous Improvement: We’re on a journey of continual growth – for ourselves and the solutions we offer. We learn, evolve, and refine to become the best.
• Collaboration: Collaboration is key, both internally and externally. We work closely to understand your unique needs and co-create solutions.

The company culture at Chaffinch is all about making sure everyone feels like part of a big family. We believe in being friendly, offering support, and creating a fun and upbeat atmosphere. It’s important to us that everyone enjoys coming to work!

As a small company, nurturing the talent of our amazing team to ensure maximum productivity is a top priority. We offer a range of opportunities for professional growth, like mentorship programs, CPD courses (such as AAT, CPC etc.), and ongoing training sessions. We’re big believers in giving our team members the chance to take on new challenges and responsibilities, helping them grow within the company. We really value individual development as it contributes to our team’s overall success and fosters a culture of constant improvement.

At Chaffinch, we’re all about creating a workplace where everyone feels welcome and valued. We support diversity and inclusion through programs like unconscious bias training and diversity awareness. Our employee resource groups also provide a supportive and inclusive environment for everyone. We’re committed to providing equal opportunities for all employees, no matter their background.

At Chaffinch, we offer a wide range of benefits and perks to support the well-being and satisfaction of our employees, including:

• Contributory pension scheme
• Enhanced maternity and paternity pay
• Excellent transport links, located just off the A500 and a few minutes walk from Longport Railway Station
• Flexible working hours
• Health & well-being cash plan
• Paid volunteering days
• Professional development opportunities
• Retail discount scheme
• Work from home days

Chaffinch values work-life balance and supports it by prioritising family commitments, offering work-from-home days, providing flexible working hours, and offering part-time options.

Our approach to performance feedback involves regular one-on-one meetings between employees and their managers to discuss progress, challenges, and growth opportunities. Additionally, we utilise 360-degree feedback to gather insights from peers and other stakeholders. As for employee recognition, we have a structured system that includes spot awards, annual performance awards, and public acknowledgement of outstanding achievements during team meetings. We believe that recognising and celebrating employee contributions is vital to maintaining high levels of motivation and engagement.

Chaffinch truly cares about the well-being and mental health of its employees. We offer support through counselling services, employee assistance programs, and flexible work arrangements to ensure everyone can enjoy a healthy work-life balance. We also promote open communication and provide resources to help manage stress effectively.

After completing the background checks, new employees undergo a formal induction process. This includes an introduction to the company’s values and policies and the completion of internal compliance training. They also have the opportunity to rotate across all departments during their initial weeks to learn about the company’s services, solutions, and customer support. Following a 3-month probation period, we conduct a performance review to determine if they meet the required standards to become permanent team members. If successful, they can discuss their career development plan and set goals with their manager. This process ensures that we provide a supportive and engaging environment for our employees while enabling them to effectively contribute to the organisation’s success.

Absolutely! We love organising fun activities for our employees. We have an annual celebration around Christmas, bi-annual team meetings to discuss business with delicious food, and a “summit club” where employees can take part in exciting quarterly challenges like scaling Mount Snowdon, joining a parkrun, or going on a trip to Zipworld.

We offer a range of document management services, tailored to suit your business needs, including:

• Packing and collection of your document archive
• Liaising with incumbent suppliers
• Secure document storage
• Single and bulk document scanning and meta tagging, scheduled or on demand
• Cataloging, indexing and archiving
• Barcoding with comprehensive audit trail
• Inventory management
• Retrieval and delivery, physical or digital
• Retention scheduling and certified destruction of documents
• Archive boxes and materials
• Customer Account Manager

Our facilities are expertly designed to manage records in a secure environment with vetted personnel. We comply with the data protection act and industry regulations to ensure the utmost security for your documents.

Absolutely! You can request same-day, next-day, or scheduled delivery of your physical records or digital copies, whichever suits your needs.

When your documents reach their expiration date, our secure shredding service takes over. We handle everything safely and legally, providing you with a report showing your eco-friendly contribution.

You can easily request services such as scanning or shredding through our online system or by contacting our team directly. We aim to make the process as convenient as possible for you.

Think of all the confidential details your company deals with daily – employee details, customer information, contracts. You’re trusted to keep it safe, and the law agrees. It’s your legal duty to protect this information, with big fines if you don’t. Even digital information counts, not just paper documents. Luckily, secure document storage protects everything, keeping you and your business safe.

Imagine your company’s most valuable asset – its confidential information: customer details, contracts, internal documents. Losing it could be disastrous for your reputation and finances. That’s why secure off-site storage is key. Chaffinch keeps your sensitive information safe and sound, away from prying eyes. In today’s competitive world, protecting your information is crucial.

Chaffinch stores a wide variety of information for our customers which includes:

• Business critical documents
• Files, Wills & Deeds
• Computer back up tapes
• Museum & Heritage items

If you find you need your item more urgently, Chaffinch has several options available to get your items back to you as quickly as possible, including digital and physical delivery. Please email the details to the Operations team and then follow this up with a phone call.

Our off-site document storage facilities are equipped with security measures such as cameras, coded entry, fenced-in areas, and vetted staff with strict confidentiality agreements. These measures ensure the safety and privacy of your documents.

Need something back from storage? No problem! Just shoot our Operations team an email or use our online portal (we’ll give you access if you need it). We’ll get it ready for you in no time.

Scan on Demand is a convenient way to digitise your documents without the hassle of bulk scanning. We store your physical documents securely and scan them as needed, delivering them digitally to you.

Once you request a document, we’ll quickly retrieve, scan, and deliver the digital file to you within an agreed-upon timeframe. Same-day, next-day, and nominated-day options are available, ensuring your documents are always readily available.

Absolutely! You can request as many documents as needed, and we’ll digitise them all promptly. No more searching through piles of paper.

After scanning, we’ll store your physical documents securely, return them to you, or shred them according to your preference. You decide what’s best for your records.

No, once a document is digitised, you can access it multiple times without additional charges. Access your records whenever you need them, worry-free.

By default, we scan documents into high-quality searchable PDF files, but we can also convert them to other formats, ensuring they are compatible with your preferred software.

It’s a new way to digitise your documents. Instead of paying a big upfront fee to scan everything at once, we scan your files over time, spreading the cost out according to your budget. We also store your files at our secure facility to free up space in your office.

Storing documents can get expensive, and you’ll always have to pay for storage, even if you don’t need the documents often. With Scan to Zero, you pay a fixed monthly fee until all your documents are either scanned or destroyed, and then you don’t have to pay for storage anymore.

No worries! We’ll still keep your documents accessible, and you can request any file you need from us. We offer digital retrievals via our Scan on Demand service as part of the plan.

The fixed monthly cost of our Scan to Zero service includes:

• Collection and transport of paper records from your premises or storage provider to our secure facilities in the Midlands
• Analysis of paper records to determine which ones need scanning, storing, or destroying based on your internal retention policies
• Storage of paper records up until the point of scanning or destruction
• Scan on Demand retrievals should you require access to a file in storage
• Preparation, scanning, OCR, and indexing of all documents to be retained
• Storage of digital records on our electronic document management system, Aviary, post-scanning until the end of the plan
• Destruction of paper records that have reached their expiry or post-scanning

We can also provide the following added value services for an additional fee:

• Resource and archive boxes to help pack your archive prior to collection
• Physical file retrievals
• Ongoing licenses for Aviary EDMS after the plan has ended

Absolutely not! There are no hidden charges or interest with Scan to Zero. We don’t charge any additional fees beyond the fixed monthly cost.

You have two options:

1. We can securely destroy your physical documents 30 days after scanning them, with your approval.
2. We can return your physical documents to you after scanning them.

Overcome paper chaos and boost your business with an EDMS! EDMS stands for Electronic Document Management System. This digital filing cabinet stores, manages, and tracks all your documents – contracts, reports, invoices, even scanned images – in one secure, searchable hub. No more lost files, manual tasks, or compliance headaches. Collaborate seamlessly, automate processes, save time and money, and scale effortlessly as your business grows.

Our intuitive EDMS allows you to drag and drop files, with seamless uploads, downloads, and easy organisation. Our fully accessible platform welcomes everyone, and our comprehensive onboarding ensures you’re up and running in no time.

Finding what you need in your EDMS easy. Documents are neatly organised for easy browsing, and you can search by name, date, author, tags, or even specific words within scanned documents thanks to text search. Preview documents quickly before opening, and even use advanced features like highlighting text or exporting files in different formats.

Absolutely. View and edit your documents right within the tool. Our EDMS boasts a built-in viewer and editor, letting you make changes and save them without ever leaving the platform. No more switching between different apps or wasting time downloading and uploading files. It’s document management made simple and efficient!

Our EDMS uses advanced technology called version control, keeping every edit neatly stored. Need to access an older version? No problem! Plus, detailed audit trails show who made changes and when. So even with accessible files, your documents are always safe and secure.

Yes. Our EDMS lets you lock files, preventing edits or deletions until you unlock them. Grant specific permissions to different users or groups, so only authorised individuals can access confidential information. Plus, simultaneous editing is a thing of the past – the system automatically locks files in use, eliminating data loss and conflicts. Collaborate with confidence knowing your files are always secure and under your control.

Sharing documents within your team is a breeze with our EDMS. It’s as easy as choosing a folder or file and sending it to specific colleagues or your entire team. Plus, our handy commenting feature lets everyone chime in with feedback and suggestions, streamlining the collaboration process.

Imagine a filing cabinet for your entire business, but one that’s digital, highly organised, and secure. That’s Enterprise Content Management (ECM) software. It helps you capture, store, manage, and share all your documents, emails, and information easily, securely, and efficiently. Think faster searches, automatic document processing, and seamless collaboration – all in one central location.

When properly implemented, an Enterprise Content Management system works like the brain of an organisation. It allows seamless information flow, instant document retrieval, secure collaboration, and data-driven decisions. It’s not just digital filing – it’s the brain of your business, boosting productivity, compliance, and customer satisfaction. Invest in an ECMS and empower your organisation to thrive in the information age.

Imagine a system that handles it all – emails, images, everything. That’s an Enterprise Content Management System (ECMS). It’s like a supercharged filing cabinet, capturing, storing, searching, and sharing everything securely and efficiently. While Electronic Document Management Systems (EDMS) focus just on document storage and retrieval, ECMS is the bigger picture, ensuring all your digital assets are organised and accessible. So, ECM is the whole system, with EDM as a vital part of it, keeping your documents accessible and secure.

Yes, an Enterprise Content Management (ECMS) is like a bridge, seamlessly connecting your CRM, ERP, email, and more. Share documents effortlessly, automate workflows, and say goodbye to data silos. No more app hopping – work in your familiar tools with the information you need right at hand. ECM unites your software ecosystem, boosting efficiency, communication, and your bottom line.

An Enterprise Content Management System (ECMS) tames the document chaos with smart features. Find anything instantly with AI-powered search, say goodbye to paper with secure digital storage, track changes effortlessly, collaborate seamlessly, and automate repetitive tasks. ECM keeps your documents organised, secure, and accessible, boosting productivity and saving you valuable time.

Your growing business needs a growing solution, and ECM can adapt. Whether you have a small team or a global workforce, it can handle massive amounts of data and users, keeping everything organised and accessible. Think of it as your digital filing cabinet that expands with you, always ready to store and manage your information efficiently.

Our professional document shredding services securely destroy your confidential business documents beyond the point of recovery, reducing risks and saving you money. We offer flexible options, including one-time shredding for old documents and regular shredding for ongoing document destruction.

Yes, our professional team will arrive at your location with secure containers or collect your documents in your existing boxes. We’ll safely transport your paper documents to our secure facility.

We can manage any volume of shredding and are happy to provide a one-off service if you don’t wish to set up a regular collection. The price of a one-off collection starts from £30+VAT.

Certainly, Chaffinch provides a Certificate of Destruction for all shredded documents. A Certificate of Destruction is a formal document that verifies that your documents have been securely and confidentially shredded. It serves as evidence of compliance with data protection regulations. The COD includes details such as the destruction date, the type of documents shredded, and the method used. It also provides a unique reference number for easy tracking and auditing.

We work with businesses of all sizes, from small companies to major organisations. We offer customised solutions for enterprises, including consolidated billing, dedicated customer service, and comprehensive reporting.

You can pay via credit/debit card or bank transfer for one-off shredding services. Depending on your circumstances, we can offer 30-day payment terms. 

Yes, we can provide trained and experienced staff to assist with your bulk confidential waste clearance. Our team has years of experience handling large-scale shredding projects and can ensure that your confidential documents are safely and securely destroyed.

We can handle any size of confidential waste clearance job, from small office cleanouts to large-scale corporate projects. No matter the size of your job, we can provide you with the same prompt, reliable service.

We offer a comprehensive bulk shredding service to help you safely and securely dispose of large amounts of confidential documents. Our team will collect your waste from your premises, shred it into tiny pieces using our industrial-grade shredder, and provide you with a certificate of destruction as follows:

• Collection from your workplace (variable pricing based on floor level, access, existing containment)
• Supply of secure sacks, seals, bins, pallets, trolleys, and barrows as needed
• Confidential shredding in accordance with BS EN 15713 standards,
• Waste Transfer Notice upon collection,
• Certificate of Destruction after job completion.

Contact us today to schedule a bulk shredding collection and rest assured that your confidential information is in safe hands.

We offer a variety of shredding frequencies to suit your needs. Our most common options are weekly, every four weeks, and every eight weeks. Our team can help you choose the best frequency for your business.

Our collection schedule is based on postcode area. For example, we service postcodes ST1-12 weekly on Tuesdays and Fridays. Collections take place between 8 am and 4 pm on your collection date, so please let us know of any access restrictions when you book your service.

If you are signed up to the regularly scheduled service, this will be carried out on the agreed frequency on a specified day, and the service is designed to reduce the burden of booking, amending or re-booking collections. Our team can look to vary the regularity or number of containers if your current arrangements aren’t suitable, or we can arrange an additional collection in between your schedule if you have a one-off clear out of confidential waste. Our off-schedule collections would incur an extra charge.

If your container fills up more quickly than anticipated, please give us a call as we can schedule extra collections. It may be that if your business is growing, the amount of confidential information you are producing is increasing. In which case, we will be happy to discuss supplying you with additional containers or increasing the regularity of your shredding collections.

For a fully compliant service, we believe that lockable containers are best placed to reduce the risks to your data whilst it is at your premises. We supply:

• Lockable shredding consoles in a variety of finishes, with white, grey, black, beech and maple being our most popular options
• Lockable 240 or 660 litre wheelie bins for indoor and outdoor storage
• Shredding bags and security ties

We have containers to suit every type of business and workplace environment. We are proud that the finishes on our lockable shredding consoles are front-of-house standard, which means that you can provide tangible proof to your clients and suppliers that you have provision in place to protect their information.

Our shredding consoles and wheelie bins are lockable and have a slot in either the front or top to put your confidential waste through. We can supply you with keys by request and ask for these to be put in writing as a key holder can access the confidential waste within the container.

All our regular services are based on a minimum contract term of 12 months. This provides you with the peace of mind of a compliant and confidential destruction service without the hassle or risk of forgetting to keep on top of things.

For shorter projects or one-off requirements, our ad hoc and one-off shredding service provides document shredding at your convenience and is perfect for clearing out old records.

Shredding eliminates the risk of data getting into the wrong hands, which is vital to any company or organisation that does not want to compromise its business. It’s crucial for anyone who requires data to be disposed of safely and securely. Shredding is seen as the preferred method of disposal for redundant equipment, as hard drives/media can be shredded down to unrecoverable particles. 

We can shred your hard drives to particles as small as 4mm, which meets the stringent requirements of most government departments worldwide and complies with the Secure Destruction of Confidential Materials BS EN 15713 code of practice.

Our high-tech digital data media shredder can securely and efficiently destroy a wide spectrum of digital media devices, including optical disks (CDs and DVDs), removable storage (USB drives, SD cards, and compact flash cards), solid-state drives, microfilm, audio and backup tapes, and floppy disks. We even offer tape shredding services for old VHS tapes.

We securely destroy your media devices at our dedicated industrial shredding facility, ensuring your data is erased and irretrievable. We then responsibly recycle your electronic waste through our approved WEEE recycling partner, meeting The Recycling Association standards.

Chaffinch offers tailored collection options to ensure ease and convenience for every client. We provide scheduled services for regular IT asset disposal needs, ensuring your equipment is collected and processed at your convenience. Additionally, we offer on-demand collection services for urgent disposal requirements. Our team will work with you to schedule a collection at your earliest convenience, ensuring that your sensitive data is securely destroyed and your equipment is handled responsibly.

Our professional electronic data destruction equipment will destroy your hard drives and data beyond all possible reconstruction or recognition. We also provide a Certificate of Destruction for your records, demonstrating your compliance with the Data Protection Act 2018.

Destroying old or unwanted media and IT equipment eliminates the need for storage and maintenance, reducing associated costs. Securely destroying PII or PHI on media devices is the law. Additionally, storing old devices on-site leaves them vulnerable to theft. Our service provides an audit trail and chain of custody record from collection to destruction, increasing security and efficiency.

IT asset disposal (ITAD) is the process of responsibly removing and recycling outdated or obsolete IT equipment and electronics, protecting data, and ensuring compliance with environmental regulations. Businesses must handle IT asset disposal correctly to avoid potential legal or environmental consequences and safeguard sensitive data.

When it comes to IT asset disposal, choosing the right partner is crucial for safeguarding your data, complying with regulations, and doing the right thing for the planet. Here’s why Chaffinch stands out as the ideal ITAD solution for your business:

1. Secure Data Destruction: We prioritise data security and use industry-leading methods to permanently erase sensitive information. Our certified data wiping tools and physical destruction techniques ensure your data is irrecoverable, protecting you from breaches or privacy violations.
2. Compliance: We are committed to complying with all applicable data protection regulations, including the DPA and HIPAA. Our transparent chain of custody and secure data destruction processes guarantee that your data is handled carefully and securely.
3. Accredited and Vetted Staff: Our highly trained and security-cleared staff handles your IT equipment professionally. We maintain strict security protocols at all stages of the disposal process, from collection to destruction.
4. Enhanced Security: Storing old IT equipment on-site is a significant security risk – theft or unauthorised access to sensitive data could result. Chaffinch’s secure disposal services eliminate these risks, safeguarding your data and preventing potential breaches.
5. Sustainable Commitment: We’re dedicated to environmental sustainability and employ eco-friendly recycling processes. We ensure that your IT equipment is repurposed or recycled responsibly, minimising e-waste.
6. Transparency and Traceability: We provide a comprehensive audit trail and chain of custody documentation to track the movement of your IT assets from collection to destruction. This transparency ensures you have full visibility and control over the disposal process.
7. Cost-Effective Solutions: Proper IT asset disposal can reduce storage and maintenance costs linked to outdated equipment. We offer flexible pricing options and can even generate revenue for you by selling or recycling functional devices.

With Chaffinch, you can rest assured that your data is secure, your compliance obligations are met, and your environmental impact minimises. Our comprehensive services, certified processes, and dedicated team ensure peace of mind and contribute to a sustainable future. 

Two options exist for disposing of IT equipment containing data-bearing media, such as hard drives: Self-removal is the first option, where you remove the media from your equipment and dispose of it separately. The second option is that we can provide a quote to remove any hard drives from your laptops and desktop PCs before disposal.

The cost will depend on the type and quantity of devices and the collection location. After discussing your needs, our team will be able to provide a quote.

We collect various IT equipment, including laptops, desktops, PC towers, servers, and other devices. Please contact us to discuss your specific needs.

Once your IT equipment has been securely shredded, our approved WEEE recycling partner recycles the resulting electronic waste. We aim to maximise the amount of material recycled while ensuring data security. Many IT devices contain precious metals; recycling them is more environmentally friendly than mining new resources.

Our IT disposal service includes:

• End-to-end asset tracking.
• Compliant data destruction.
• Certificates of Destruction to provide peace of mind.

All IT equipment is tagged and tracked throughout the process, ensuring it remains secure. We use certified data wiping tools to permanently erase sensitive data and shred IT devices beyond restoration. We provide you with a Certificate of Destruction, a legally recognised document upon completion.

Our comprehensive chain of custody process ensures your IT equipment is handled securely from collection to destruction. Our employees are DBS-checked, sign non-disclosure agreements, and undergo data security training. Our secure facilities have perimeter fencing, access controls, and CCTV monitoring. Our collection vehicles are box-bodied, GPS-tracked, alarmed, and locked during transportation and storage.

Archive scanning is the process of transforming old documents into digital files. It involves using specialist scanners that can capture the images, text, and other details of your archives with pinpoint accuracy.

Scanning your archived documents offers a whole range of benefits, including: 

• Space-saving: Digitising your documents frees up valuable space in your office or storage facility. 
• Enhanced security: Digital files are much safer from physical damage or loss than paper ones. 
• Easy access: Digital documents are easily searchable and accessible anytime. 
• Streamlined workflow: Digitised documents make finding the information you need easy, improving efficiency. 

We meticulously care for your documents, checking the scanned images for clarity, making sure all text is legible, and applying the correct image resolution. We also verify that every page of the document has been captured flawlessly. 

We can scan to various digital formats, like PDFs, JPEGs, uncompressed TIFFs, and more. The format chosen depends on your specific needs, whether for legal compliance or long-term preservation. 

We treat your paper records with genuine care, safeguarding them with strict security protocols, including secure transportation, restricted access to our scanning area, and the option to destroy or return your original documents after scanning them securely.

Absolutely! Through Optical Character Recognition (OCR), we can make your scanned documents searchable so you can find the information you need with just a few clicks.

We offer flexible options for your original documents: secure destruction, return, or storage, giving you the peace of mind that your important records are well taken care of. 

The pricing for our archive document scanning service is based on several factors. These include the number of documents to be scanned, their condition, and any additional services you may need, like OCR or secure destruction. We’ll always provide a tailored quote based on your specific needs. 

The timeline for the archive scanning process depends on the number of documents and the specific details around the project. We work efficiently and provide a tailored timeline based on your requirements, ensuring you get your digital documents as quickly as possible.

Bulk scanning involves converting large amounts of paper documents to digital formats for long-term cost savings and efficiency.

We regularly work with business in these kinds of industries:

1. Healthcare Providers:Streamline your medical record management, enabling fast retrieval of patient information and better patient care.
2. HR Teams:Comply with data protection regulations and ensure secure storage of employee records, from onboarding to exit procedures.
3. Public Sector: Modernise your administrative processes, reduce paper-based workflows, and improve efficiency across departments.
4. Finance Departments:Consolidate and digitise receipts and invoices for streamlined processing, improved financial control, and faster reconciliation.
5. Legal Practices: Collaborate seamlessly on documents and maintain a robust audit trail to support legal proceedings and meet professional standards.
6. Charities:Automate the verification and validation of Gift Aid forms, ensuring compliance with tax regulations and maximising charitable donations.

Yes, the larger the order, the greater the discount – of course, while still upholding our commitment to quality and service.

The time it takes to complete a bulk scanning project depends on several factors, including the number of documents to be scanned, their complexity, and the type of scanner being used. Please contact us to discuss your specific needs.

Yes, we can provide specialised document storage boxes for you to safely pack your documents in preparation for scanning.

Yes, we offer an end-to-end bulk pack and collect service, ensuring your documents are safely transported from your premises to our scanning facility.

Yes, we can work with your third-party storage provider to collect boxes from them using our commercial fleet and ensure a smooth process.

Yes, we provide solutions for digital document management. These are designed to provide bulk document storage, access, and retrieval of large amounts of scanned data at affordable prices.

Absolutely. We have experience integrating bulk/batch scanned data into third-party systems, including Microsoft SharePoint and OneDrive. We work closely with your IT team to ensure the data migration process is done seamlessly.

Our professional document scanning service transforms your paper documents into digital ones. We use high-tech scanners to capture your documents, converting them into easily searchable and editable digital files like PDFs, TIFFs, and JPEGs. And if you’ve got specialist items like large drawings or canvases, microfiche, or microfilm, we have secure handling protocols for those, too.

We’ll happily scan your vast archives of customer data, critical case files, organisational governance documents, or human resources records. And if you have anything unique like blueprints or old photographs, we’re ready to take them on as well. Some examples of the types of documents we scan:

• Accounts and Finance Files
• Application Forms
• Aperture Cards
• Banking Documentation
• Book Scanning
• Client Folders Scanning
• Complaint Forms
• Conveyance Notes
• Engineering and Aerospace Documents
• Expenses
• Gift Aid Forms
• HR and Employee Files
• Incident Files
• Invoice Processing
• Legal and Matter Files
• Maps
• Medical Records
• Microfiche and Microfilm 
• Operational and Maintenance Manuals
• Planning and Building Control/Contract/Project Files
• Project Files
• Proof of Delivery Notes (PODs)
• Photographs
• Resident Files
• Survey / Questionnaire Forms
• Technical Drawings
• Timesheets
• Worksheets

We can scan most documents, from small tickets and receipts to large-format drawings, maps, and plans. We can handle document sizes ranging from A0 to A6.

You can choose to scan your documents in full colour, greyscale, or black and white (bi-tonal). We’ll ensure your digital output is of the highest quality.

We can scan your documents at 200 or 300 dots per inch (dpi), depending on your needs. For optimal Optical Character Recognition (OCR) accuracy, we recommend 300dpi. For data capture and extraction using DocHorizon software, we also recommend 300dpi high-resolution images.

We can output your scanned documents in any format you need, including PDF, TIFF, JPEG, CAD, BMP, PNG, or Microsoft Word. If you prefer searchable PDFs or Microsoft Word documents, we can arrange that too. For medical X-rays, we can supply DICOM format files with embedded metadata.

Once your documents are scanned, we can deliver them securely to you via a secure email download link, an encrypted USB hard drive, or our cloud-based document management system, Aviary. We can also integrate your scanned documents into your existing systems like Microsoft SharePoint and OneDrive via SFTP.

The turnaround time for scanning your documents depends on the number of documents and their complexity. We’re committed to doing an efficient job and will provide you with an estimated finish time once we’ve reviewed your specific project needs.

Yes, we can collect your documents from your offices and ensure safe transportation to our scanning bureau in the West Midlands.

Our pricing is based on the number of documents, the amount of pre-scan document preparation and sorting that’s needed, your criteria for indexing, and any additional services you may need. For an accurate quote, please get in touch with us and we’ll be happy to discuss the details of your project.

Large format scanning is a fantastic way to convert large drawings and plans into digital files for easy storage and access. It’s perfect for preserving and organising your important documents, making them easily searchable and clutter-free. This service includes features such as repairing fragile or damaged drawings, converting drawings to digital CAD formats, making text searchable in PDFs, and securely disposing of physical documents once they have been digitised. Large format scanning offers many benefits, such as saving time, improving security, helping stay compliant, improving document management, and reducing environmental impact. It’s a great option for businesses in industries like architecture, engineering, and historical archives.

We regularly work with business in these kinds of industries:

• Architectural Firms:  Say goodbye to bulky paper files and embrace the convenience of a digital archive. Our large-format scanning services will transform your drawings and plans into high-quality digital files, making them easily searchable and accessible from anywhere.
• Engineering Companies: Our advanced scanning and conversion technology can seamlessly transfer your drawings and schematics into CAD format, streamlining your design workflow and ensuring compatibility with your existing software.
• Museums and Historical Archives: Protect and safeguard your valuable historical documents with our careful digitisation process. We’ll transform your delicate drawings, maps, and blueprints into high-resolution digital files, ensuring they are preserved for generations to come.

Indeed, using advanced large format scanning technology, we can process documents of any shape up to A0 in size (33.1 x 46.8 inches / 84.1 x 118.9 cm / 841 x 1189 mm).

When it comes to handling old, fragile, and poor-quality drawings, our team takes extra care to ensure their preservation. We wear clean cotton gloves, avoid harmful substances, and use support boards or stands to minimise pressure and prevent folds or creases. If necessary, we gently brush documents to remove dirt before scanning. 

After we complete the scanning process, we can pack and return your original documents to you for secure transport, ensuring they reach their desired destination safely.

Yes, we provide secure destruction and recycling of large format documents. Our shredding services adhere to BS EN 15713 standards, ensuring the security and safety of the process.

Aperture cards were the go-to storage solution for technical documents before computers became mainstream. These cards held a microfilm image of the document, which could then be viewed or printed using a special reader or scanner. While aperture cards are less common now, they’re still used in some industries and archives. If you have a collection of aperture cards, we can help you digitise them so they’re easily accessible and searchable.

We carefully feed and align each card into the scanner, adjusting the settings to capture the best image quality. Our high-resolution camera will capture the image, and our experienced team will review it for perfection. Once scanned, we can save the digital file in a range of formats, such as TIFF and PDF, and securely deliver it to you.

Yes, our advanced aperture card scanners can capture high-resolution images that perfectly replicate the details and dimensions of your original drawings. We are able to set up our scanners to maintain the original scale of your drawings, ensuring you have access to your documents in their true form.

Yes, our team of experts are well trained at handling aperture cards and other delicate documents. We treat every card with care, ensuring they remain in pristine condition. We also maintain the original order of the cards, so you can easily find the documents you need later.

We regularly work with business in these kinds of industries:

• Libraries and Archives: Add a greater level of security to your valuable microfilm collections with our digitisation services.
• Research Institutions: Discover the power of digital access to your historical documents.
• Government Agencies: Modernise your data management with our microfilm digitisation expertise.
• Newspaper Publishers: Preserve your valuable archives and make them accessible online.
• Historical Societies: Preserve your legacy by converting microfilm materials into digital documents.

Microfiche is a microform like microfilm, but instead of a roll, it’s a flat sheet of film about the size of an A6 sheet of paper, like a small photograph album. You can store a lot of information on microfiche, and it can be stored in landscape or portrait formats to match the source material.

Many organisations are moving away from microphotography-based information storage systems due to their hefty price tags and the fact that they can be difficult to use. Computer-based systems are more economical, efficient, and user-friendly. They also make information sharing easy across multiple locations. Microphotography systems also don’t meet DPA compliance standards since they don’t offer enough personal data protection.

When you trust us with your microfiche scanning needs, we’ll handle everything from collection to digitisation. We’ll pick up your microfiches from your premises or arrange a courier to pick them up. Then, our team of experts will scan each microfiche slide at incredible resolution, guaranteeing the best quality results. A dedicated account and quality control manager will oversee each step throughout the process, ensuring your peace of mind. We check each scan at the time of scanning. If the digital transformation team doesn’t feel it has reached the optimum levels of clarity and legibility once scanned, we will re-scan it until the scan produced matches the required quality standards.

We regularly work with businesses in these kinds of industries:

• Libraries and Archives: Add greater security to your valuable microfilm collections with our digitisation services.
• Research Institutions: Discover the power of digital access to your historical documents.
• Government Agencies: Modernise your data management with our microfilm digitisation expertise.
• Newspaper Publishers: Preserve your valuable archives and make them accessible online.
• Historical Societies: Preserve your legacy by converting microfilm materials into digital documents.

We can convert your microfiche slides into various file formats, including TIFF, JPEG, and PDF. For scans containing a large amount of text, we recommend converting them to PDF Searchable format so that you can easily look up text within the digital document.

Our microfiche scanning services are competitively priced. The cost depends on the number of slides you send us and their condition. We may need to enhance the quality of damaged slides using image manipulation techniques, which can increase the cost.

Depending on your preference, we can return the original microfilm reels, microfiche slides, and aperture cards to you, store them for a small monthly cost, or securely destroy them.

The time it takes to scan microfiche or microfilm depends on several factors, including the number of slides, their condition, and the resolution you need. While high-speed scanners can process up to 300 slides per minute, that’s only some of what needs to happen. The digitisation process also includes image editing, the creation of metadata and quality control. To get an accurate quote for your project, get in touch with us – we’d be happy to discuss your project in detail.

Microfilm has been a popular method of storing images and data for many years. It comes in two sizes: 16mm and 35mm, with 16mm holding up to 2,400 images of A4-sized documents, and 35mm holding up to 600 images. Although durable and long-lasting, microfilm has drawbacks such as difficulty in searching for specific information and limitations in sharing and collaboration. Today, digital storage has largely replaced microfilm due to its accessibility and versatility, but microfilm is still used in specialised applications like archiving legal documents and medical records.

We have invested in the latest microfilm scanning technology to provide you with a high-quality and cost-effective service. Once you place an order, we will collect your microfilm and our team of experts will then use specialised flatbed scanners to digitise your microfilm slides at the highest resolution. Your microfilm can be converted to PDF, TIFF, JPEG, CSV file, metadata XML file, or another format of your choice.

Our senior delivery manager will oversee the digitisation process every step of the way to ensure that your images are of the highest quality. 

Due to their limitations and high costs, many organisations are moving away from microphotography-based information storage systems in favour of computer-based systems. Microfilm requires specialised equipment and training, making it difficult and time-consuming to access information. Digital systems, on the other hand, provide a centralised, easy-to-use, and scalable platform for storing and managing data.

By digitising their information, organisations can free up valuable space, improve employee productivity, and enable secure access for authorised users from anywhere in the world. Added to that, digital data is more secure than microfilm, as it can be protected by robust encryption and access controls.

Going further, the Data Protection Act (DPA) places strict requirements on the storage and handling of personal data, which microfilm systems cannot meet. Digital data, on the other hand, can be easily anonymised to comply with privacy regulations and protect sensitive information.

The time it takes to scan microfilm depends on a number of factors, including the number of slides, their condition, and the resolution you need. While high-speed scanners can process up to 300 slides per minute, the digitisation process doesn’t end there. It also involves image editing, the creation of metadata and time spent on quality control. For a detailed quote tailored to your needs, get in touch with our scanning experts who will be happy to discuss your needs in detail.

Depending on your needs, we can return the original microfilm reels to you, store them for you for a small monthly fee, or securely destroy them.

We regularly work with businesses in these kinds of industries:

• Libraries and Archives: Add greater security to your valuable microfilm collections with our digitisation services.
• Research Institutions: Discover the power of digital access to your historical documents.
• Government Agencies: Modernise your data management with our microfilm digitisation expertise.
• Newspaper Publishers: Preserve your valuable archives and make them accessible online.
• Historical Societies: Preserve your legacy by converting microfilm materials into digital documents.

Slide scanning is the process of converting physical film slides into digital images. This is done using specialised scanners that capture every detail of the slide, creating high-quality digital images that can be easily accessed, shared, and preserved. The process involves handling the slides with care to ensure they remain in great condition and using state-of-the-art technology to capture clear and sharp digital images. After scanning, the digital images can be saved in various formats such as JPEG or TIFF, making them easily accessible for viewing and sharing.

We can handle various slide formats, including:

• 35mm slides
• Negatives and transparencies
• Glass plate negatives
• Printed photos

We use a flatbed scanner with a special attachment for scanning film. First, we carefully clean the slides or negatives to remove any dust or debris. Then, place the film into the scanner according to the manufacturer’s instructions. Use scanning software to preview and adjust the images as needed, and then scan the film at a high resolution for best results. After scanning, we can use image editing software to further refine the digital images.

We can return the original film slides or negatives to you, store them at our premises for a small monthly fee, or securely destroy them depending on your stated requirements.

Due to their limitations and high costs, many organisations are moving away from microphotography-based information storage systems in favour of computer-based systems. Film slides and negatives require specialised equipment and training, making it difficult and time-consuming to access information. Digital systems, on the other hand, provide a centralised, easy-to-use, and scalable platform for storing and managing data.

By digitising their information, organisations can free up valuable space, improve employee productivity, and enable secure access for authorised users from anywhere in the world. Added to that, digital data is more secure than microfilm, as it can be protected by robust encryption and access controls.

Going further, the Data Protection Act (DPA) places strict requirements on the storage and handling of personal data, which microfilm systems cannot meet. Digital data, on the other hand, can be easily anonymised to comply with privacy regulations and protect sensitive information.

We regularly work with business in these kinds of industries:

• Libraries and Archives: Add a greater level of security to your valuable microfilm collections with our digitisation services.
• Research Institutions: Discover the power of digital access to your historical documents.
• Government Agencies: Modernise your data management with our microfilm digitisation expertise.
• Newspaper Publishers: Preserve your valuable archives and make them accessible online.
• Historical Societies: Preserve your legacy by converting microfilm materials into digital documents.

Book scanning is involves turning physical books into digital ones The digital files can be stored and accessed easily on computers and devices. It’s something many libraries, universities, and even individuals do to keep secure, digital copies of their books.

We can scan all sorts of books, big or small, from manuals to magazines, and even historic and fragile books. We make high-quality digital copies that are able to be stored and shared online.

We regularly work with businesses and individuals:

• Archivists: Digitise and preserve historical materials with our secure archive scanning, allowing you to easily search text both online and offline.
• Writers: Convert manuscripts to editable Microsoft Word doucments or get electronic copies in a searchable PDF. You can also choose from a range of modern e-book formats too.
• Librarians: Create easy-to-use digital copies and protect rare books. Enjoy quick access to professional digital libraries.
• Publishers: Revitalise your content online and in print with our scanning and conversion services. Get books in text-searchable PDFs, Amazon’s (.mobi), and Apple’s (.epub) formats.
• Collectors: Preserve your precious collection. Scan and convert to secure digital versions, with an option to add encrypted media for further security.
• Individuals: Scan your books to create searchable PDFs, editable Microsoft Word documents, or e-book formats. We can even create printable versions for professional reproduction.

Depending on your chosen scanning method, we can use a flatbed or sheet-fed scanner. We carefully place the book on the scanner bed, ensuring that it is aligned and the pages are flat. We adjust the settings of the scanner to the appropriate resolution and file format, then proceed to scan each page. After digitisation, our services include OCR processing to convert scanned images into various e-book formats, including Text Searchable PDF, Microsoft Word, Kindle (.Mobi), and Apple (.ePub).

With our non-destructive book scanning service, we take care to keep books safe from light and humidity when we digitise them. Our staff also wear special gloves when handling delicate books.

With form and survey scanning, we use smart technology like Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR) to automate data entry tasks. We can handle hand-filled surveys, applications, and forms, offering features for scanning, recognition, data verification, export, and management. Our offering also includes tools for monitoring and track large volumes of documents and data through the workflow.

We can scan a range of form types, from customer feedback and medical research surveys to employee feedback forms, market research surveys, training feedback forms, retail surveys and coupons, Gift Aid forms, application forms, and exam papers, among others.

Yes, our advanced data recognition application can capture and extract data from multiple languages, providing output in formats like Microsoft Excel, SPSS, and XML.

OCR stands for Optical Character Recognition. It’s a technology that helps machines recognise and interpret printed or handwritten text characters from images, scanned documents, and other sources. OCR software uses algorithms and machine learning to analyse the text, converting it into a digital format for computers to read and process. This technology is widely used in industries like finance, healthcare, and logistics to automate data entry and enhance the accuracy and efficiency of document management.

ICR stands for Intelligent Character Recognition. It’s the technology that allows software to interpret hand-printed text on scanned images.

We understand the importance of capturing the data correctly. Here’s how we do it:

• Smart Technology:We use smart tech like OCR (Optical Character Recognition) and ICR (Intelligent Character Recognition) to capture data accurately from forms.
• Tailored Solutions:We create solutions that fit each customer’s needs, which ensured we understand and capture all the necessary data accurately.
• Double-Checked Quality:Our strict quality control includes error checks, handling exceptions, and manual corrections for accurate and complete data.
• Skilled Team:Our expert team is trained to handle tricky forms, ensuring we capture data accurately.
• Keeping You Informed:We regularly update you on our progress, so you can give feedback or make corrections as needed.

By combining these methods, we make sure we capture form data accurately, giving you reliable information for better decisions and smoother business processes.

Keeping your data confidential is our top priority at Chaffinch. Here’s how we make sure it stays safe:

• Secure Facilities:We run our operations from secure facilities with top-notch security systems to safeguard your data.
• Trained Staff:Our team is highly trained in handling sensitive information, ensuring the utmost confidentiality.
• Non-Disclosure Agreements:We sign non-disclosure agreements with all our customers, guaranteeing the protection of your confidential data.
• Secure Data Transfer:When moving data, we use secure methods like encrypted file transfer and secure cloud storage to maintain its protection.
• Safe Disposal:After finishing a project, we securely dispose of data by shredding or returning physical copies.
• GDPR Compliance:We fully comply with the General Data Protection Regulation (GDPR), doing everything that’s needed to safeguard your data.

Heritage scanning involves the process of digitally converting cultural items like documents, manuscripts, photographs, artifacts, and artworks. This transformation helps preserve, analyse, and make these items widely accessible through digital means. The goal is to protect cultural heritage from physical deterioration, loss, and obsolescence, while allowing people worldwide to explore and engage with these treasures anytime, anywhere. Digitisation acts as a bridge between the past and the future, ensuring that cultural legacies are preserved for educational, research, and public enjoyment purposes for generations to come.

Our heritage digitisation service ensures that your valuable historical collections are preserved, accessible, and ready to inform and inspire future generations. Digitisation allows for:

• Searching Large Archives: Simplify the search through vast archives, making it quick to find what you’re looking for.
• Online Access: Accessing interesting items online becomes easy with, offering a seamless experience for exploring historical content.
• Preserving Fragile Items: Perfect for delicate items, digital preservation ensures they’re shielded from damage, securing them for the long term.
• Keeping Historical Records: By digitising records, these solutions help keep a detailed history intact, ensuring important information endures.
• Sharing Important Stories: Digital preservation aids in sharing the important stories, making them accessible to more people.

We offer digitisation services for a wide variety of heritage items, including:

• Documents and Manuscripts: Our meticulous document and manuscript digitisation service transforms historical materials into digital formats, preserving the integrity of manuscripts, letters, and archival papers for research, education, and preservation purposes.
• Books, Diaries, Newspapers, Property Deeds: We specialise in digitising rare books, diaries, newspapers, and legal deed-packs, ensuring that each page is carefully scanned to capture the text and imagery with high fidelity.
• Microfilms, Slides, Negatives, and Glass-Plates: Our specialised scanning process captures detailed imagery from microfilms, slides, negatives, and glass-plates, preserving historical photographs and documents stored on these media.
• Photographs and Memorabilia: Our digitisation service preserves personal and community histories by digitally preserving family photos, heirlooms, and artifacts, allowing them to be shared with a wider audience while keeping the originals safe from harm.

To compliment our digitisation services, we provide online content management systems that are specifically designed to facilitate easy browsing, researching, and management of digital collections. Our systems are customised to cater to the requirements of both institutions and private collectors, offering a strong platform for the distribution and exploration of digitised heritage.

Photo scanning is the process of converting your precious photographs into digital files using a specialised scanner. This allows you to preserve your memories and keep them safe from damage or loss. Digital files can be stored on computers, shared online with loved ones, and even printed out for nostalgic moments. With photo scanning, your cherished memories are always within reach.

Yes, we offer photo scanning services for both households and organisations. Our photo scanning services cater to the unique needs of individuals, providing state-of-the-art technology to transform printed photos into high-quality digital images. This allows you to easily preserve and share your most precious moments while safeguarding them from the effects of time and wear.

For organisations, our photo scanning service offers a transformative solution for managing historical records, boosting productivity, and safeguarding the visual history of your institution. We specialise in assisting businesses, government agencies, educational institutions, and charitable organisations in efficiently and securely digitising their extensive photo collections.

Photo scanning involves various methods and technologies such as flatbed scanners, film scanners, and document feed scanners. The selection of the scanning method is based on the type of media being scanned, the required resolution and quality of the digital image, and the intended purpose of the scanned images.

Automated invoice processing simplifies accounting processes by transitioning from error-prone manual data entry on paper to a more efficient digital approach. The automation software should extract invoice information and populate it into an accounts payable or ERP system.

Traditional invoice processing, which involves receiving an invoice, manually matching it against a purchase order, entering it into a finance system, coding it, and then paying it, is time-consuming – especially if issues arise along the way.

In cases where no purchase order exists or the amounts don’t match, employees must spend time investigating, which takes them away from their desks. However, these issues can be identified more quickly with invoice processing software.

Automating the invoice process allows organisations to capture, sort, index, and store invoices received in any format, including scanned paper, email, and mobile capture. Implementing this structured process from the beginning ensures that only accurate data enters the finance system, thus reducing errors and saving time.

Automated invoice processing is super important for organisations for many reasons. Manual processing can be a real pain and take up a lot of time, which can cause all sorts of issues. That’s why automating the process can bring a bunch of great benefits for your organisation, such as:

1. Increased efficiency: Automation lets you handle a large number of invoices quickly and accurately, which can save you time and money.
2. Reduced errors: Coolnology like Optical Character Recognition (OCR) can help cut dreduce mistakes inal data entry.
3. Improved overview: With automation, you can see exactly what’s going on with your invoices and who needs to give them the thumbs up in real time.
4. Improved compliance: Storing invoices digitally makes it easy to find them when needed and keeps you in compliance with financial reporting rules.
5. Faster approval and payment: Automation can speed up the whole process, which means less waiting around and happier vendors.
6. Detection and prevention of fraud: Automation systems can be clever and catch any sneaky business with invoices using nifty tech and smart algorithms.
7. Cost-effectiveness: Automation can save you money and make things run smoother in the long run.

These benefits show why automated invoice processing is a smart move for your organisation!

DocHorizon makes invoice processing a breeze. It minimises manual effort and seamlessly integrates with your ERP or accounting system. With DocHorizon, your financial team will love being able to:

• Submit invoices easily via email, mobile app, or web environment, even in bulk!
• Extract data using AI-driven technology to recognise all necessary invoice info, such as invoice number and total sum.
• Set up smart approval processes and prevent fraud with built-in analysis to detect fraudulent and duplicate invoices.
• Integrate with a wide variety of ERP and accounting software, like NetSuite, SAP, Xero, and more.
• Access and retrieve documents easily through a dedicated cloud environment, ensuring your invoice files are stored for 10 years.

DocHorizon can extract the following fields from an invoice:

• Type of the document
• Invoice number
• Language on the invoice
• Country of origin
• Name of the merchant
• Address details of the merchant
• Contact details of the merchant
• Website of the merchant
• Details of the client
• Method of payment
• VAT amounts and the total amount
• VAT number
• Amount of change
• Card number
• The currency and the total amount
• Purchasing date
• Purchase order number
• Due date
• Delivery date
• Chamber of commerce number
• Line item prices, quantity, description, and category

A purchase order (PO) is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. It is a formal request to purchase goods or services from a supplier. The purchase order outlines the items or services being purchased, the agreed-upon prices, delivery dates, and terms of payment.

Purchase order matching is a crucial step in the accounts payable process where the details on a supplier’s invoice are compared with the corresponding purchase order to ensure accuracy and consistency in the transaction.

Purchase order matching is important because it helps to verify that the goods or services received match what was ordered, ensuring that the company is billed correctly and preventing overpayment. This process also helps in identifying discrepancies and errors in the invoicing process.

The benefits of purchase order matching include reducing the risk of overpayment, preventing discrepancies, and streamlining the accounts payable process. By ensuring that invoices align with purchase orders, businesses can maintain accurate financial records and avoid unnecessary costs.

Purchase order matching helps prevent fraud by ensuring that invoices are legitimate and accurate, reducing the risk of unauthorised or fraudulent payments. By cross-referencing invoices with purchase orders, businesses can detect any discrepancies or inconsistencies that may indicate potential fraudulent activities.

Common challenges in purchase order matching include discrepancies between the invoice and the purchase order, manual errors, and delays in processing invoices. Overcoming these challenges through efficient matching processes and automation can lead to improved accuracy and efficiency in accounts payable operations.

Dealing with unstructured data such as scanned hard copies, PDFs, and email receipts can be a tedious and time-consuming task for businesses. Manual management of these documents can lead to reduced productivity and potential loss of important information.

Leveraging receipt processing software can automate the data entry process, helping businesses extract and transform receipt data into structured datasets and documents, ultimately streamlining business processes and allowing teams to focus on mission-critical tasks.

Automation is a valuable tool that can bring numerous benefits for businesses. By streamlining receipt processing, companies can save time, improve accuracy, increase productivity, and ultimately succeed.

These systems can provide businesses with real-time data on expenses, improving financial control and cash flow management. They also improve record-keeping, ensuring businesses stay compliant with regulatory requirements. They also protect against potential data privacy and security breaches.

The DocHorizon platform offers more than just data extraction. In a single workflow, you can scan, convert, classify, anonymize, verify, and forward extracted data. Here are a few examples of receipt processing automation use cases:

• Budgeting: Identify areas where there’s overspending and make necessary adjustments to the budget.
• Cash Flow Management: Ensure your business has enough cash to cover costs and avoid unnecessary late fees or interest charges.
• Expense Management: Enable automated expense booking and reimbursements for internal use or as an add-on to your software.
• Forecasting: Predict future expense volumes and identify any bottlenecks before they occur.
• Receipt Clearing: Gain customer insights or provide real-time benefits like cashback and loyalty points with ready-to-use data.
• Receipt Fraud Detection: Spot receipt fraud or detect duplicate receipts with AI algorithms to prevent unnecessary risks.

We support 30+ receipt fields out of the box and can accommodate others on request. DocHorizon is fully customisable for any use case.

Examples of general information:

• Merchant’s name
• Contact details
• Document type
• Country
• Language
• Currency

Examples of receipt line items OCR fields:

• Description
• Product number
• Price
• Quantity
• Discount
• Subtotal amount
• Examples of numerical fields
• Receipt number
• Purchase date & time
• Amount of change
• Card number
• VAT %
• Total amount

Claims processing automation involves leveraging technology to automate the processing of documents for insurance claims. By using automation, claims examiners, clerks, and adjusters can extract data from documents and automatically verify it, leading to quicker decision-making. Claims processing entails verifying various documents to determine the claimant’s eligibility for compensation. Common documents involved in claims processing include:

• Invoices
• Receipts
• Insurance claim forms
• Proof of ownership or residency
• Identity documents
• Insurance cards
• Medical prescriptions

The typical claims process consists of six steps from the initial report to the final decision. Each step may necessitate documentation to guarantee accuracy, compliance, and efficiency. The key steps in claims processing are as follows:

1. Claim Reporting: The insured reports a claim by filling out an insurance claim form, providing details such as the date, time, location, and reason for compensation. Automation can expedite the case opening process, especially in health insurance claims by extracting key details.
2. Claim Investigation: The claims team conducts a thorough investigation to authenticate the claim and requests relevant documentation or evidence. Automation can accelerate this process.
3. Claim Assessment: After gathering information as per the insurance policy, the damage and settling costs are evaluated, considering any applicable deductibles. Automation can speed up this assessment process.
4. Settlement Offer: Based on the assessment, a settlement offer is made to the policyholder, describing the compensation or assistance for the damage sustained.
5. Negotiation (if necessary): If the insured disagrees with the offer, negotiations can take place to reach a resolution.
6. Resolution and Closure: Upon reaching an agreement, the claim process is finished, and the agreed-upon compensation or assistance is provided. Any remaining disputes are addressed until a resolution is reached, and the claim file is closed.

In our experience, there are five common indicators that suggest an insurance company can benefit from automated claims processing:

1. A surge in claims, particularly during natural disasters, causes significant slowdowns in processing, leading to customer dissatisfaction.
2. Claims leakage, which represents the difference between actual and optimal payment due to processing inefficiencies, reaches as high as 20-30%.
3. Customer satisfaction and net promoter scores are below expectations, and customer churn coincides with claim settlement times.
4. Inability to obtain a comprehensive view of each claim and customer due to disorganised and unstandardised data.
5. Data extraction, entry, and verification are ongoing tasks, leading to decreased productivity.

Intelligent document processing solutions, like DocHorizon, serve as the primary technology driving claims process automation. DocHorizon integrates multiple components, including Optical Character Recognition (OCR), to collaborate in automating the entire document workflow.

Here are some of the technologies at play, how they work, and how they can help you with claims processing automation.

1. Artificial Intelligence (AI): AI can extract meaning from documents or handwritten texts, saving time and reducing errors, leading to efficient and accurate automated claims processing.
2. Natural Language Processing (NLP): NLP helps computers understand natural language, enabling easier document categorisation within claims processing.
3. Machine Learning (ML): ML improves data accuracy over time, enabling informed decision-making and aiding in the identification of suspicious activities indicative of fraudulent claims.
4. Robotic Process Automation (RPA): RPA deploys software robots to handle tasks such as data extraction from documents, form filling, validation, communication with other systems, and fraud detection, streamlining the entire claims process.

These technologies enhance automation by reducing errors, improving efficiency, and freeing up human resources for more critical tasks within insurance claims processing.

Automated data entry refers to the automatic transfer of data into computer systems, databases, or spreadsheets without the need for manual typing. This is achieved using AI-powered technologies that utilise Optical Character Recognition (OCR). One common method for automating data entry is by implementing an Intelligent Document Processing (IDP) solution. This not only streamlines the data entry process but also automates the entire data processing workflow. By incorporating automated data entry, organisations can notably decrease the time and resources allocated to manual data processing, resulting in more efficient, accurate, and scalable operations.

Using data entry software is a highly effective strategy for automating data entry. These solutions vary in capabilities and can streamline the entire document workflow. Data entry automation employs various technologies to facilitate the process. Methods of data entry automation include:

• Optical Character Recognition (OCR) is super important for automating data entry. It helps pull data from images and documents and turns it into a format that machines can read and process. When you need to extract specific info or key-value pairs, zonal OCR comes in handy by capturing only a specific part of the document.
• Robotic Process Automation (RPA) uses software bots and AI to automate manual tasks, especially when dealing with financial data like invoices and receipts.
• Image-to-Text Recognition uses Machine Learning and AI to pull data from images. To make sure the results are accurate, the solution pre-processes the images to make them clearer and more accurate. It has cool features like image clarification, lighting enhancement, and user responsiveness to improve data extraction accuracy.
• Intelligent Character Recognition (ICR) is all about accurately pulling handwritten content from various documents and scanned images, and converting it into a machine-readable format.
• Intelligent Document Processing (IDP) not only extracts and processes data, but also automates the entire document workflow. By using OCR, AI, and ML, IDP can handle lots of documents at once, with features that improve bulk processing, line item extraction, and document verification.

Our API can be integrated into any web or mobile application of your choice. It primarily communicates using JSON, making it independent of specific programming languages. Additionally, our mobile SDKs are developed using native IOS (Swift) and native Android (Kotlin), allowing implementation into native apps. They can also be adapted for cross-platform languages like Xamarin, ReactNative, Nativescript, Flutter, PhoneGap, Cordova, Ionic, and more.

Absolutely, we do. DocHorizon is integrated with AI and other technologies to ensure the authenticity of documents. It is consistently trained to remain current and detect the highest possible percentage of fraud. In addition to AI, DocHorizon employs image forensics technology, OCR, and checksum verifications to identify fraudulent documents.

DocHorizon is a cloud-based, AI-powered platform that automates document processing workflows. It’s designed to help businesses save time and money on complex document processing tasks. DocHorizon can process over 50 different types of documents, including invoices, receipts, ID cards, passports, and contracts. It can also be used to detect document fraud and streamline customer onboarding.

At Chaffinch, we take your privacy and security very seriously. By default, we do not store any of your data. All your information is processed under a data processing agreement and our services are fully compliant with DPA regulations. Your data is always transferred securely using SSL connections. DocHorizon servers, located in Amsterdam, the Netherlands by default, are ISO certified. If you prefer, we can set up a custom server in any location worldwide. To ensure the highest level of security, we regularly conduct third-party penetration testing. This helps us maintain the most up-to-date and robust security measures to protect your information.

Automated form processing involves using software procedures to handle the creation, completion, submission, and management of data generated through forms, whether they are digital or physical. This allows for information to be consolidated into a centralised database. These programs can handle tasks such as scanning paper documents, parsing and storing data in the relevant fields.

By collecting, extracting, and storing data in this manner, companies can reduce redundant and time-consuming data entry tasks while enhancing the overall data quality. This approach can be applied to various types of forms, including applications, enrollment forms, invoices, taxes, and ballots, with the aim of minimising errors in the data by streamlining input methods and reducing the need for human intervention.

Automated form processing can also be integrated with additional workflows to ensure that the data is not only input correctly but also prepared for reporting and analysis. Some systems are designed to perform calculations before or during the data input process, enabling stakeholders to make better use of the information collected, often in real time or on a regular basis, depending on the volume and frequency of data entry into the system.

Automated form processing operates in various ways, depending on how the data is collected. It mainly involves two avenues: digital and physical.

Digital forms are designed with progressive fields to guide users through the process and may include field validation for consistent data collection. They can also be customised to send automatic confirmations once the form is completed. All entries are collected and stored in fields mapped to a centralised database for future review, segmentation, and analysis.

For data collected on physical paper forms, automation can be achieved through optical character recognition (OCR) software. This process converts scanned text into data that can be entered into a database. OCR software, using form templates, extracts data based on pre-defined locations and saves it to a centralised database.

Automation tools can recognise the completed form and field type, working with both typed and handwritten text as well as different field types. Form templates are crucial for the system to understand where and how to map data, specifying field types, names, and locations for review and processing.

Forms are generally categorised as fixed or semi-structured. Fixed forms have the same fields in the same place, while semi-structured forms lack consistency. An example of a fixed form is a candidate application for a specific job, while processing invoices from different vendors fits the semi-structured form category.

Once the form type and template are established, different tools can be applied through the software application, including intelligent character recognition (ICR) for handwritten characters, optical mark recognition (OMR) for bubbles or checkboxes, and content scanning using recognition tools to enhance accuracy.

Form processing involves scanning or uploading content into a system, followed by the recognition of the provided images and content, matching forms to their templates, extracting field-level data, and mapping it into the corresponding system fields. The data is then saved to the database for human review and analysis.

While some preplanning and configuration are needed, the upfront investment of time and resources for templates, field mapping, output definitions, and database setup is well worthwhile, particularly for companies dealing with large amounts of data.

Automated forms processing is applicable across different industries due to OCR software using deep learning for data extraction instead of a rule-based templated approach. Here are just a few examples:

In the healthcare industry, OCR software can make life easier by handling medical claims, prescriptions, and patient forms. With DocHorizon OCR, you can easily extract patient names, dates of birth, insurance details, medication info, and doctor’s notes.

For the finance industry, OCR software takes the hassle out of processing invoices, purchase orders, receipts, and tax documents. DocHorizon OCR can pinpoint vendor names, invoice numbers, dates, total amounts, and line item details.

In the legal industry, OCR software streamlines the processing of legal contracts, court filings, and case files. DocHorizon OCR can pull out party names, dates, case numbers, and legal citations effortlessly.

In education, OCR software is a game-changer for processing admission forms, grade sheets, and attendance records. DocHorizon OCR brings out student names, roll numbers, subject grades, attendance percentages, and academic years with ease.

Government agencies rely on OCR software for managing tax returns, immigration forms, and passport applications. DocHorizon OCR can swiftly extract applicant names, passport numbers, visa types, and travel dates.

In the human resources industry, OCR software helps process job applications, resumes, and employee forms efficiently. With DocHorizon OCR, you can extract candidate names, email addresses, contact numbers, education details, and employment history seamlessly.

In the retail industry, OCR software makes processing order forms, shipping labels, and invoices a breeze. DocHorizon OCR can extract customer names, shipping addresses, product names, quantities, and prices smoothly.

Age verification software is a tool that businesses can use to verify the age of individuals accessing their products or services. It typically utilises advanced technologies such as OCR (Optical Character Recognition), biometric recognition, and artificial intelligence (AI) to extract, verify, and validate identity documents. This software plays a crucial role in preventing minors from accessing adult-oriented content or services and helps businesses comply with regulations related to age-restricted products and services. It also enhances fraud prevention, customer onboarding processes, and overall regulatory compliance.

Our age verification software uses AI & OCR to read the date of birth (DOB) on the identity document, making it difficult for minors to force their way through with a tampered or stolen ID. Additionally, our software can detect fraud through EXIF data analysis, providing enhanced security against document forgery.

Our DocHorizon age verification software is more secure and robust compared to manual methods, as it is not limited to human capabilities for detecting fraud. It offers various features such as document fraud detection, liveness check, real-time selfie, and identity verification, ensuring a high level of security.

DocHorizon can verify age using various documents containing date of birth data and is trained to recognise identity documents in multiple languages. Commonly used documents for age verification include passports, residency permits, and driver’s licenses.

Industries like Alcohol, Tobacco, Online Trading, Gaming & Lotteries, Online Dating, and Gambling benefit from automated age verification to comply with regulations and prevent selling controlled substances to minors, as well as from enhancing customer onboarding experiences.

Data masking is a way to make sensitive data accessible with modified values. It can be done in real-time or by creating a replica of a database with altered data. Various data masking techniques such as encryption, data redaction, character shuffling, and value substitution can be used to anonymise the data.

1. Safeguarding against data misuse: Data anonymisation reduces the risk of internal stakeholders misusing the data and minimizes the potential exploitation of data in case of a security breach by external attackers.
2. Compliance with data privacy regulations: Regulations such as the GDPR in the EU and the Data Protection Act 2018 in the UK require companies to protect individuals’ personal data. Anonymising data helps companies comply with these regulations and avoid fines for non-compliance.
3. Data sharing opportunities: Anonymised data allows companies to securely share data with partners or researchers, enabling the discovery of new insights and development of new products. For example, anonymised data can be used to train machine learning models for product and service improvement.

While anonymising data is important, it does have a few drawbacks to consider:

1. Loss of data utility: Anonymising data may restrict the use of data for personalized marketing or targeting purposes, as it removes identifiable information.

2. Dependence on technical resources: Implementing data anonymisation can be resource-intensive and technically complex.

Our intelligent document processing software, DocHorizon, uses Optical Character Recognition (OCR) to extract text from images and AI models to recognize, classify, and anonymise data as per your requirements. DocHorizon can be trained to blackline and mask specific fields and text from documents, which can be submitted via mail, web, or mobile applications in various formats like JPG, PNG, and PDF. After anonymization, you can receive the anonymized data in JSON, XLSX, XML, or CSV format.

Our data anonymisation solution can be easily implemented through proper documentation and via API or SDK integration. Our API can be used to build custom information extraction and anonymisation pipelines and connect them with existing software systems.

The identity verification process involves several steps that customers can complete using a mobile phone or computer. These steps may include scanning identity documents, taking selfies, and providing a digital signature. Advanced technologies such as computer vision, OCR, and AI are utilised to verify the authenticity of the provided documents and to ensure that the person behind the camera matches the individual on the identity document.

From an implementation perspective, you only need to integrate our identity verification API or SDK into your web or mobile platform, which can be done within one day. Once integrated, you can initiate a session in the application to verify an identity and receive a response indicating whether the identity is verified, along with any necessary data fields.

Yes, DocHorizon combines AI with other technologies to verify the authenticity of documents, selfies, RFID chips, and signatures. Our AI is continuously trained to stay updated and detect a high percentage of identity fraud. Additionally, DocHorizon utilises image forensics technology, OCR, and checksum verifications to identify fraudulent identity documents effectively.

DocHorizon identity verification is more secure and robust than manual methods, surpassing human capabilities in detecting fraud. Our identity verification solution incorporates various secure features, such as document fraud detection, liveness detection, real-time selfie verification, age verification, and NFC verification.

Our ID Verification API can be seamlessly integrated into any web or mobile application of choice. It communicates primarily through JSON and is, therefore, independent of specific programming languages. Moreover, our mobile SDKs are developed using native iOS (Swift) and native Android (Kotlin), allowing implementation into native apps or cross-platform languages such as Xamarin, ReactNative, Nativescript, Flutter, PhoneGap, Cordova, and Ionic. Additionally, our web SDK, built using React, can be incorporated into any website or web application supporting Javascript.

Our pricing is based on a fixed license fee per year per component and your desired scanning volume. For a specific quote based on your use case and scanning volume, please contact our product specialists.

Yes, we provide documentation, implementation examples, and supporting video instructions for all our solutions to assist developers in integrating our identity verification software. Chaffinch also provides ongoing account management support.

Yes, you can customise the styling of our identity verification solution to fit your specific age verification flows. For more information, you can contact our team of experts.

Aviary is user-friendly, secure, and cost-effective cloud-based electronic document management system (EDMS) designed for sustainable businesses.

Yes, you can set reminders easily for specific dates and times within the system. Add as many reminders as needed, with the option to receive notifications via email.

Yes, you can upload files by emailing them to a dedicated folder address. Simply send or forward an email, and the attached file will be stored in the chosen folder with sender, subject, and content information preserved. This convenient feature is perfect for storing documents on the go or transferring them from a scanner to Aviary EDMS.

Aviary EDMS allows you to create unlimited hierarchies under your primary account and add separate spaces for branch companies. Each company or division can have its own space, keeping teams and data separate unless you choose to grant access across companies.

Yes, access your documents easily from any device with internet access, including PCs, Macs, tablets, and smartphones.

While your documents are securely stored in the cloud, you have the option to download the entire account or individual files/folders to your hard drive for local backup whenever you prefer.

Ensuring the safety and privacy of our customers’ data is our top priority. We employ stringent security measures, including SSL encryption for all connections, monitoring of login attempts, and restricting developer access to client data. Aviary is an official Amazon AWS Select Technology partner, utilising their infrastructure for file storage with 99.999999999% durability. You can also customise password policies, including the use of 2FA and mandatory password changes, to further enhance security. Aviary is GDPR compliant, providing additional reassurance of data protection.

Aviary is supported on automations platform Make (formerly named Integromat, similar to Zapier), and provides a public API for any custom integration needs.

Yes, Aviary includes full content search thanks to the multilingual Optical Character Recognition (OCR) technology.

It works for text documents and PDF files, and also PNG and JPG image files that include texts — like screenshots and scanned/photographed documents. You can exclude your account from OCR indexing if you desire so.

Aviary offers one of the most cost-effective EDMS solutions available. We don’t charge per user and have no hidden fees. Since the system is web-based, there’s no need for installation or maintenance on your end. For details on plans and pricing, please get in touch with us.

DocHorizon is a cloud-based, AI-powered platform that automates document processing workflows. It’s designed to help businesses save time and money on complex document processing tasks. DocHorizon can process over 50 different types of documents, including invoices, receipts, ID cards, passports, and contracts. It can also be used to detect document fraud and streamline customer onboarding.

Here’s what it can do:

Say goodbye to manual work: DocHorizon uses advanced technology (OCR) to read your documents and grab the essential details.
Build custom workflows: No coding needed! Design precisely how you want your documents handled, from Gmail to accounting systems.
Handle all sorts of documents: Receipts, invoices, passports – DocHorizon can tackle them all.
Extra accuracy with a human touch: DocHorizon is bright, but you can set the system up for super essential documents to have someone double-check everything.

The platform supports common file types, including PDF, DOCX, XLSX, PNG, JPG, TIFF, and emails. After data extraction, data appears in a file, ready to be downloaded as CSV or XLSX or safely imported into the internal processing system of your choice.

DocHorizon supports all Latin alphabet languages, performing best on invoices in English, Dutch, Norwegian, Danish, Swedish, Finnish, Italian, Portuguese, Spanish, German, and French.

Other languages can be supported on request, so don’t hesitate to contact us.

Yes, we provide documentation, implementation examples, and supporting video instructions for all our solutions to assist developers in integrating our age verification software. Chaffinch also provides training and ongoing account management support.

Our pricing is based on a fixed license fee per year per component and your desired scanning volume. For a specific quote based on your use case and scanning volume, please contact our product specialists.

At Chaffinch, we take your privacy and security very seriously. By default, we do not store any of your data. All your information is processed under a data processing agreement and our services are fully compliant with DPA regulations. Your data is always transferred securely using SSL connections. DocHorizon servers, located in Amsterdam, the Netherlands by default, are ISO certified. If you prefer, we can set up a custom server in any location worldwide. To ensure the highest level of security, we regularly conduct third-party penetration testing. This helps us maintain the most up-to-date and robust security measures to protect your information.