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Get paper documents securely scanned and stored on restricted cloud backup servers in case of emergency - Microform's document scanning services in York are there for you at every stage in the process. We proudly provide the joined-up document scanning services York businesses need, from secure pickup of your files, to digitising them in the appropriate format, to cloud storage of the digital copies and disposal of any hardcopies that you don't want returned to you. Our bespoke service is based entirely on your needs, including the creation of Optical Character Recognition (OCR) PDFs that make scanned text searchable, JPEGs that reduce the storage space required for images, and TIFFs that store scanned images at their highest resolution. We will work closely with you to decide between these and other file formats, before delivering the complete archive to you in digitised form.

/ The Benefits

Facilitate flexible working

Remote document access allows hybrid workers to work efficiently and productively away from a traditional office setting.

Utilise office space

Removing physical documents frees up valuable office space that could be used for business growth, improving working conditions or making way for new equipment.

Find information faster

With the function to search, retrieve and access documents within seconds, a significant amount of time and money is saved from digitally converting documents.

Comply with industry regulations

Managing and organising documents digitally makes it easier to securely access and correctly store confidential data to ensure full compliance with key regulations such as GDPR.

Protect important documents

Unlike physical formats, documents saved in a digital format are protected from potential damage, loss, theft and deterioration.

Improve environmental credentials

Going digital can result in a paperless office, which in turn will make way for a more sustainable way of working.

/ Who We Help

/ How It Works

1 / Consult

Based on an honest and expert assessment of your document scanning requirements, you will receive a customised solution and quote to review.

2 / Collect

Your documents are collected from your preferred location within the UK and safely transported to our secure facilities using a tracked, unmarked van.

3 / Prepare and scan

Upon arrival, your documents are carefully logged and manually prepared for fast, efficient and accurate scanning.

4 / Deliver

Your files are sent to you in your chosen digital format and your original documents returned. If the original documents are no longer required, we can arrange for them to be securely destroyed.

/ Why choose Us?

It’s a family affair

We’re proud to fly the flag for family-run businesses, and although our team has grown significantly over the last 60 years, we still bring a personal touch to everything we do.

Credible document protection

To keep your documents safe in our care, we implement strict security measures and undergo regular disaster recovery and business continuity risk assessments. You can read more about our processes, standards and accreditations here.

Individual design

Our bespoke document management and cloud management systems are tailored to support your business or organisation with its own unique challenges.

Respect for privacy

80% of the materials we work with contain sensitive information that you can trust us to handle in the strictest confidence. At your request, we’re happy to comply with non-disclosure agreements too.

We’ve got you covered

We work with a team of document management specialists, leading industry partners and state-of-the-art technology to provide one of the UK’s most comprehensive range of document management services.

Integrity guaranteed

Taking into consideration format, age and condition, your documents are treated with the greatest respect by our skilled, knowledgeable and experienced handlers.

/ Frequently asked questions

Can you use Optical Character Recognition during my document scans?

Yes. Any typed documents we scan can undergo Optical Character Recognition (OCR). Of course, if a document is presented in poor condition, this may hamper the quality of the scan. We do, however, supply experienced proofreaders to amend mistakes as part of an extra service.

Do you scan confidential material?

Yes. Up to 80% of the materials we scan at Microform are confidential. From invoice statements through to medical records, we ensure a fully secure and confidential service that puts the privacy of our clients at the centre of everything that we do. Confidentiality agreements can also be signed to ensure the tightest possible controls.

How are the digital files returned?

Files can be sent in a number of ways, whether digitally, using a cloud sharing platform, or hand-delivered, in a hard-drive or USB stick. Preferred methods are usually either: an encrypted HDD delivered securely to the customer, a digital download link, an SFTP transfer, or DVD/CD (for smaller jobs). We can integrate with your current workflows or provide cloud storage to facilitate the delivery of files.

What formats do you offer scanned files?

We will work with you to decide on the best format to suit your requirements. These include:

  • TIFF

  • JPG

  • HTML

  • PDF

  • Searchable PDF

  • Microsoft Word

Can the images be transferred to a cloud management system?

Yes. Another service we offer is the installation of bespoke cloud management systems that are designed to meet the needs and requirements of our clients. Find out more about our cloud management services.

Will I need to keep the original documents?

Not necessarily. We can securely shred unwanted documents or place them in secure storage for as long as you need for regulatory, compliance or legal reasons.

Which locations do you serve?

We operate nationwide working closely with businesses and organisations throughout the UK.

Do you provide bespoke solutions?

Yes. Our services are fully flexible and customisable to a range of document formats and requirements.

How do I get my materials to you?

We have two options. You can deliver your materials to our premises, or, we can arrange collection using our track, unmarked vans from your preferred location.

Do you scan large format sheets?

Yes, we work with a range of businesses that use A0, A1, A2, and A3 formats as our specialised scanners cater to almost any common size of paper. Find out more about our large format scanning services.

How do I get started?

Get in touch for a friendly chat to discuss your project's requirements. We can provide a digitised sample of your documents free of charge to ensure it meets your satisfaction.