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Archive Scanning

Perfect for digitising large archives.

Document Scanning Services

Preserve Data, Maximise Efficiency.

Many UK businesses still have lots of paper records, using up space and making work less efficient. Chaffinch has been helping companies with big scanning projects for years, from digitising NHS records to local council documents, legal files, and HR records. Our team of experts will work with you to provide scanning services and plan a digitisation project that suits your business needs. Whether it's just scanning to PDF or something more advanced like capture or workflow automation Chaffinch has the solution.

Features of Archive Scanning.

We expertly transform your paper archive into high-quality digital files, streamlining document management. Key features of our service include:
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Handling Delicate & Fragile Documents

We thoroughly evaluate every box of documents to choose the best scanner and scanning method. Our skilled team is experienced in managing documents of all types and conditions, making minor repairs with transparent tape and unfolding corners when needed. We also prioritise identifying the best edge for feeding into a high-volume scanner to guarantee top-notch digitised images.

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Advanced Document Scanning Equipment

We utilise advanced Kodak scanners capable of adapting to various document sizes, thicknesses, and fragility. Our process includes enhancing image quality to ensure readability and utilising Optical Character Recognition (OCR) software to convert scanned images into searchable text. We can deliver the scans in PDF, TIFF, or JPEG formats, tailored to meet your specific resolution requirements.

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Ensuring Quality in Document Scanning

Ensuring top-quality document scans is a priority for us. We carefully adjust and fine-tune the scanning process to maintain the highest quality throughout. Additionally, we add metadata to facilitate easy file organisation and retrieval. The digital copies are securely stored, whether it’s in the cloud, local servers, or external hard drives, and we always create backups as an extra precaution.

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Storing & Destroying Physical Documents

After we finish scanning, you’ll have several options for what to do with your original documents. You can choose to have them returned to you, securely stored, or shredded. Our team takes special care with your archive documents, understanding their age and fragility. We always make sure to follow all the necessary legal, industry, or organisational guidelines for document digitisation and storage.

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Benefits of Archive Scanning.

Our scanning service offers many benefits, including space-saving, safeguarding historical documents, and enhancing accessibility. We designed it to help our customers:

Become & Remain Compliant

Scanning documents allows you to store and audit digital copies securely and easily, helping you meet legal and regulatory requirements.

Reduce Environmental Impact

Embracing a paperless approach decreases the demand for paper, reducing the environmental footprint linked to printing and disposal.

Use Space More Efficiently

Digital files are accessible from anywhere, thanks to the cloud. Make better use of valuable office space than document storage.

Achieve Security Peace of Mind

We ensure digital documents stay safe with encryption, access controls and electronic backups, keeping sensitive data secure.

Increase Productivity with Workflows

Automating workflows allows you to speed up how documents are shared, processed, and collaborated between stakeholders.

Preserve Vital Information

By converting physical documents into digital formats, we can ensure their longevity and accessibility for future generations.

How It Works.

Chaffinch's comprehensive archive scanning process handles everything from document collection to digital delivery. Let's explore the four key steps involved:
  • 1

    Planning

    After assessing the project, we provide a thorough plan for collecting and delivering the scanned files, ensuring high-quality digital images are delivered on time.

  • 2

    Preparation

    We carefully prepare documents by removing items that could interfere with scanning, maintaining the integrity and quality of the physical documents.

  • 3

    Scanning

    We use advanced technology and high-volume scanners to create quality digital images that are indexed, categorised, and converted into OCR searchable files.

  • 4

    Delivery

    We offer multiple secure file delivery options, including email download link, USB stick, SFTP to customer servers, and access via Aviary DMS.

  • Our Customers.

    At Chaffinch, 1000+ customers trust us with their document management needs, and we strive to exceed their expectations.

    What Our Customers Say.

    We take pride in delivering exceptional document management solutions. Here are testimonials from some of our satisfied customers:

    Alastair and the team are always reliable, and treat all work with confidentiality and professionalism. They provide me with a service which I do not have the time to do myself, and ensure my documents are shredded securely and with no effort required from me, apart from an email or telephone call. Thanks Alastair.

    Dawn McGovern

    A fantastic secure service everytime! At Peak Chiropractic we hold a lot of sensitive medical information which is all transferred from paper format to digital as it presents. Chaffinch document storage give us peace of mind that all of this hard information is destroyed professionally and in accordance with GDPR. This takes no effort on our part except putting the information in a dedicated shredding bag! I cannot recommend Alistair and the team enough!

    Andrew S.

    First class service, with extremely good staff, who are really helpful. Worthwhile using Chaffinch for confidential waste disposal.

    Neil Bragg

    Excellent service. Prompt response to initial enquiry with fast, efficient and friendly service. Very trustworthy with great documentation to ensure that all documents were shredded as agreed. Highly Recommended

    Barry Ashley

    Excellent service, with very polite staff.

    Susan Cookson

    I would 100% recommend Chaffinch Document to any company, their service is professional, fast and friendly – thanks for all of your help with our last minute requests!

    Amanda Turner

    Our Accreditations.

    At Chaffinch, we are committed to maintaining top-notch security measures and full compliance with industry standards and regulations.

    Frequently Asked Questions.

    Have a question about our archive scanning services? Check out our FAQs below for answers to some common queries.

    What is archive scanning?

    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. 

    Why should we scan our paper archive?

    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. 

    How do you ensure quality scans of our archive documents?

    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. 

    What file formats can you convert our documents to?

    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. 

    How do you protect the integrity of our archive documents?

    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. 

    Can you make my scanned documents searchable?

    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. 

    What happens to my old documents after scanning?

    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. 

    How much does the scanning service cost?

    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. 

    How long does the scanning process take?

    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. 

    See all FAQs

    Let's Get Started.

    Ready to go paperless? Our archive scanning service will guide you from assessment to digital file delivery. Just fill out our online form to get started.

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