Form Scanning

Perfect for digitising paper surveys and forms.

Document Scanning Services

Intelligent & Efficient Data Capture.

We collect and scan your surveys and forms, turning them into clear digital images. Once scanned, we use advanced technologies such as Optical Character Recognition (OCR), Intelligent Character Recognition (ICR), Optical Mark Recognition (OMR), and barcode data capture. These technologies allow us to extract and capture users' responses, presenting them in the format you choose, from Excel to CSV, SPSS, or XML. Your captured data is encrypted, packaged, and securely delivered through our secure delivery system.

Features of Form Scanning.

We skillfully transform your paper surveys and forms into high-quality digital files, making document management a breeze. Key features of our service include:

Capture & Extraction

Our clever solution is designed to gather data from your different forms and documents with precision. After gathering the data, it is sent to backend applications for processing and archiving.

Verification & Validation

We use smart OCR and ICR technology to ensure that every response meets the form requirements. This means we check for the right format and valid range, so you can trust that the data is accurate.

Design & Fulfilment

We can create user-friendly paper and digital forms just for you, and take care of everything, from printing to distribution. We can even set up a PO Box and Freepost license to make your life easier.

Reporting & Analysis

We analyse and create insightful reports that align with your specific goals. Our reports feature statistical analysis in Microsoft Excel, complemented by user-friendly and visually engaging graphics.

Benefits of Form Scanning.

Our scanning service offers many benefits, from simple document digitisation to efficient data capture and streamlined workflow automation. 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 form scanning process handles everything from document collection to digital delivery. Let's explore the four key steps involved:

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.

Preparation

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

Scanning

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

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 form scanning service? Check out our FAQs below for answers to some common queries.

What is form scanning and capture?

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.

What form types can you scan?

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.

Can you process data in different languages?

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

What is OCR?

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.

What is ICR?

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

How do you ensure data is captured accurately?

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.

How do you ensure data confidentiality?

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.

See all FAQs

Let's Get Started.

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