Document Scanning

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Document Scanning

A look inside any business will prove that the concept of a paperless office is still more fantasy than fact.

But given that paper documents require a substantial amount of storage space, are susceptible to fire and flood damage and cannot be easily retrieved, converting them to a more manageable, searchable media makes a lot of sense.

Here at Microform Imaging we can scan your documents giving you a viewable archive that is instantly retrievable and fully searchable via your computer.

We can archive all forms of paper documents to whatever image suits your business, including JPEG, searchable PDF, and TIFF formats.

From everyday office paperwork such as correspondence, purchase invoices, purchase orders and accounts documents right through to CAD drawings, magazines and bound journals.

We have the ability to scan a single document or many thousands with full data entry for document management systems.

What’s more, we install a range of security measures within our document management systems to ensure that the privacy and safety of all documents are a priority.

Achieving the highest standards in document scanning.

The quality of the service we offer at Microform is well known.

We have invested heavily in the latest technology from Kodak, Minolta, IBML, Sunrise, Agfa and NextScan allowing us to turn around thousands of pages of information a day.

Our Process

  • Visit site to look at the project in person and assess your requirements. Following this we can discuss, advise and recommend a suitable document scanning solution. This may or may not include Document Management Software depending on what you have in place already in this regard. For those who do already have a Document Management system in place we would look to fully integrate with your systems.

  • Collection of documents is, in most cases, fulfilled by our own drivers and tracked vehicle unless agreed otherwise.

    Once back at our studio we book in all items against an inventory. If you are not able to provide an inventory we will create one for use throughout the scanning process.

  • Documents are prepared for scanning to your instructions. This includes, but not limited to, the insertion of separator sheets and header sheets, the removal of staples and paperclips, smoothing out of folded corners and ragged edges and the separation of post-it notes.

    Prepared documents are then fed through our high volumes document scanners (capable of up to 16,000 documents per hour) to the BS 10008:2008 Evidential weight and legal admissibility of electronic information standard.

    Once scanned the images undergoes a rigorous and thorough quality assurance procedure to ensure legibility, completeness and where appropriate, pagination.

  • Scanned images are indexed (named) as per your instructions. This is achieved by both using OCR (Optical Character Recognition) software and techniques to capture information on the document automatically or by manually keying the information in from the scanned image (usually used on handwriting).

    Images may have multiple fields of capture to successfully achieve the required level for accurate retrieval.

    Once complete the indexed images undergo a second quality assurance procedure to ensure the relevant information has been captured correctly and reconciled against the inventory.

  • Images are securely handed over to you by your preferred method, SFTP, Cloud Software, HDD, DVD or CD. If a physical handover is necessary, we will deliver at your site in person using our own drivers and tracked vehicles.

    Scanned documents can be returned or confidentially shredded once confirmation to do so has been received. Images are retained for a short period and then digitally shredded.

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