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Document Scanning

Perfect for digitsing documents in active use.

Document Scanning Services

Seamless Digital Transformation.

Our document scanning services transform physical documents into digital files, making them readily available at your fingertips. We employ cutting-edge document imaging technology and expertise to meticulously scan and digitise your paper documents, ensuring they're easily stored and accessed.

Features of Document Scanning.

We expertly transform your paper documents into high-quality digital files, streamlining document management. Key features of our service include:
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Secure Nationwide Collection

We offer secure document collection services across the UK, handling your precious records with the utmost care. Our team will carefully package and transport your documents in secure containers, keeping your confidential information safe and sound in transit to our scanning bureau.

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Searchable PDFs for Easy Access

Are you tired of searching through endless paper files? Our advanced Optical Character Recognition (OCR) technology transforms your scanned documents into searchable PDFs. Just type a keyword, and you’ll find the right document quickly. No more lost files or time-consuming manual searches.

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Organised Files for Quick Retrieval

We’re not just about scanning; we’re about organising too. We’ll work closely with you to index your documents by adding tags, labels, and other important metadata, making them easily accessible across your organisation. No more manual searching through endless filing cabinets – your documents are just a click away.

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Digital Delivery Options to Suit You

We’ve got you covered with a variety of secure digital delivery options:

  • Secure email download link: Get your files instantly in your inbox
  • Encrypted USB hard drive: Keep your documents offline for extra security
  • SFTP transfer: Seamlessly integrate your files into your existing systems
  • Aviary EDMS: Experience our fully-managed electronic document management system
  • Donorflex Charity CRM database: Streamline your donor management process
  • DocHorizon AI-powered technology: Extract data for automated document processing
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Goodbye Paper, Hello to Peace of Mind

Once your documents are digitised, we’ll take care of safe and confidential document destruction, protecting your sensitive information and saving you money on storage costs.

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Benefits of Document Scanning.

Our scanning service provides numerous benefits, saving you time, improving security, and helping you stay compliant. 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 document 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 document scanning services? Check out our FAQs below for answers to some common queries.

    What is the document scanning service?

    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.

    What items can you scan?

    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

    What document sizes can you scan?

    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.

    What output colour can you scan to?

    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.

    What output resolution can you scan to?

    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.

    What formats can you output my scanned documents to?

    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.

    What secure file sharing options do you offer?

    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. 

    How long will it take to scan my documents?

    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.

    Can you collect documents directly from my offices?

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

    How much do you charge for your document scanning service?

    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.

    Can you visit my offices to assess my documents and analyse my needs?

    Yes, we will happily arrange a complimentary visit to your offices to assess your document scanning needs. Please contact us to schedule a time that works for you.

    See all FAQs

    Let's Get Started.

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

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