Document Scanning - Secure, efficient, cost effective solution to paper.
Many businesses today are deciding digitising their paper documents.
The reasons for investigating digital images are wide and varied and include information sharing, regulatory compliance, space saving or just a need to find the information when it is needed. The options open to an organisation when considering this course of action are as varied as the reasons for it.
Getting the right advice is essential for a successful project.
Storetec are one of the leading document scanning companies in the UK. The experience built by digitising millions of documents per month ensures that you will be given the best advice and assistance. Storetec will arm you with the facts and the options necessary to make an informed decision on the best way to proceed with your project
Continued investment in the latest equipment from the worlds best manufacturers ensures that our services are second to none. If you're considering a scanning project, speak to Storetec, we're sure you won't be disappointed.
Free Up Space and Boost Your Eco Credentials
Do you know on average paper documents take up over 18% of modern office space?
When we digitise your paper archive, we can store, shred and recycle it in line with your document retention policy and legal compliance.
So by switching to a more digital way of working, you’ll cut down the amount of paper you use and save space at the same time.
View our Facts of Paper and Document Storage video over on our blog.
Get Your Documents Anytime, Anywhere
Fact. The average office worker spends 2.5 hours each week looking for misplaced, misfiled or lost paper documents. That's around 10 hours a month you could be wasting.
But by digitising and hosting your data on a cloud-based system like ours, you’ll enjoy instant, 24/7 access to your information wherever you are in the world.
You’ll also find it quicker and easier to share your documents across your different departments and offices.
Prevent Loss and Backup Your Documents
Do you know between 35% of your paper archive is misfiled, unrecoverable or lost?
As well as document scanning, we can host your information on our secure cloud-based system, FreeDocs.
This safeguards your data with layers of hack-proof encryption. It also comes with a range of security features, such as the option to set logins and passwords to restrict access.
FreeDocs also acts as a backup for your critical and sensitive information in case of fire, flooding or other disasters.
What happens when I outsource my documents to you?
Firstly we'll talk to you about your project, its needs, its goals and what you want to achieve as the end result. In many cases we've helped clients get the most out of their project by providing options they hadn't even known existed.
Then we'll arrange the collection of your documents from your premises, offsite storage or an incumbent storage provider.
We collect from across the UK and Europe, so it doesn't matter where you're based. The volume doesn't matter either, whether it’s a small project of several archive boxes or a large project of several thousand, we handle all of the logistics for you.
Once your boxes arrive we check them in and allocate each box a barcode tracking label. This allows us to know where your box of documents is at all times. It also means that if you need access to your information, quickly, we can accelerate the digitisation process and have the images available to you in the shortest time possible.
Once in production each box of documents is allocated to a member of our preparation team who remove all fastenings, folders, staples, paperclips and bindings. Each team member of only allocated 1 box at a time and completes the preparation of this box before commencing a new one. This eliminates any chance of document cross contamination.
All the documents we convert are processed in full compliance with British Standard Institute BIP0008, 'Evidential weight and legal admissibility of information stored electronically'. This is essential in ensuring the authenticity and content of the electronic images can never be questioned.
FreeDocs or Return
We work quickly to convert your paper documents into digital images. We can return the digital images to you either electronically or on portable media. Alternatively you may choose to access the images online using our Cloud based hosting system, FreeDocs. If you wish we can send them back using FTP or SFTP, or we can return the images to you on CD, DVD, hard drive or memory stick.
Store or Shred
Depending on what you need, we either take your original paper documents back to your premises, store them in our dedicated storage facility and/or shred and recycle them in line with your document retention policy.
The Storetec team have been digitising, storing and managing critically important documents for well over 15 years.
We’re well known in our industry for our expertise, outstanding customer service and extremely high attention to detail. We've been voted the best Outsourcing BPO/Bureau Business of the Year by Document Manager Magazine for the last 3 years!
Our team have years of experience handling sensitive, business critical information for both large and small organisations across the UK and worldwide.
Often these documents are the only copies in existence, so it's crucial we ensure protection and compliance at every level.
At Storetec, we abide by strict UK data regulations and hold the following accreditations for document and data handling:
- Data Protection Act 1998
- Computer Misuse Act 1990
- NHS Information Governance Toolkit Level 2
- Access to Health Records Act 1990
- ISO 15489 Records Management
- ISO 27001 Information Security Management
- Records Management Standard 2.2 (Public Records Office)
- BS EN 15713:2009 Secure Destruction
- BS EN ISO 9001 Quality Standard
- ISO 14001 Environmental Management
- ISO 14001 Environmental Management
- Sarbanes Oxley Act 2002
- BSI BIP0008 Legal Admissibility and Evidential Weight
Do you want a quicker, easier and safer way to manage your documents? Let’s talk...
● Tel: (0800) 612 4065
● Email: email@example.com
Or fill out our Online Form
What is a document scanning?
Simply defined it is, the process used to capture information contained on a piece of paper presented as a digital image.
The reality today is that every smart phone or digital camera can capture an image off a piece of paper and present it digitally. If this image was then kept and securely stored you have completed the document capture process. For multi-page documents you simply repeat the process.
This is ok if you have a handful of pages but what if you have thousands, or hundreds of thousands?
For anything more than a few pages you will need specialist equipment. Today’s imaging equipment can range in price from a few hundred pounds for a basic desktop machine through to hundreds of thousands for the latest, state-of-the-art production machines. From the largest to the smallest machines the method of capturing the digital image is the same as that detailed earlier only the volume of throughput changes.
Will I need to keep the original documents?
HM Revenue & Customs and the courts accept electronic images. Providing you can prove all documents have been processed, managed and stored with ‘due care and diligence’.
At Storetec we follow the, British Standard Institutes, guidelines for the legal admissibility and evidential weight of information stored electronically which sets out the requirements and procedures for compliance with the Act, which Storetec follows.
Is it better for us to scan documents in-house or to outsource the project?
This depends on your needs and volumes.
If you have very small volumes of documents, it’s probably best to do it yourself on a small desktop scanner.
If you have large volumes (i.e. many thousands), it’s best to outsource to a professional company like Storetec. It should cost you less than investing in equipment, software and the largest cost of all, manpower.
We use high quality, high-speed imaging equipment from manufacturers around the world, which generate excellent image quality and keep costs down due to their speed.
You also benefit from our quality assurance procedures and ISO quality standards.
How can I be sure my data is in good hands?
We understand how sensitive and confidential your data is. But let us assure you, your data will be in safe hands at Storetec. We deal with sensitive data on a regular basis and our staff have gone through a thorough vetting procedure, as well as signing a non-disclosure agreement that covers them for life. If in doubt visit us, we know you won't be disappointed.
How much will it cost?
We offer a FREE, no-obligation quote. All you have to do, is call (0800) 612 4065 or fill out our online form.
Remember, all documents differ. So the cost depends on a variety of things, including quality, size and volume.
Enjoy a quick, easy and safe way to find, manage and share your data 24/7.
Scan your documents as and when you need them so you can plan and manage your budget much easier.
Is your manual process wasting time and money? Swap it for our quicker, cheaper digital system.
We scan and digitise your documents at regular intervals. So your data is always up to date and your office is free from paper.
Discover an easier, cheaper, all-in-one way to scan, store and manage your paper archive