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Scanning & Imaging - How it works

The Scanning Process

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Preparation of Documents

Our staff remove all staples, clips etc. and sort the files into tidy batches within the files and boxes. All files and boxes are tracked throughout the scanning process.

Quality Control Test

At this point a selection of files are scanned to provide a quality control test to highlight any issues with paper/print quality. This enables any enhancements to be made prior to scanning, ensuring scanning quality and limiting the need for re-scans.


Once scanner settings have been established the documents are scanned and returned to files and boxes ready for indexing.


Indexing is a very important area and we work with our clients to agree the most efficient way to index the documents, taking into consideration how the files are to be searched, any document management software and existing file structures.

Quality Control

Throughout the scanning process spot checks are made to ensure that a high level of quality is maintained. Once the indexing has been finished and the files are complete a thorough quality control takes place with a sample of 5-10% of files checked.

Burning of Data

Data is burned to CD/DVD or hard drive, verified and then forwarded to the client. This data can also be provided for download via our scan-to-web service. All data is retained on our servers until the client confirms that it can be deleted.

Return of Documents

If you would like your paper files returned after scanning, we can return the files to your office or to your designated storage facility.


Once the client has given written authority for the paper files to be destroyed, the files are bagged, tagged with security tags and collected by our partner for secure confidential destruction. The client is then provided with a destruction certificate for their records.

Adobe® PDF formats

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This is our most requested and affordable service. Scanned pages can be saved as exact copies of the originals, or be made searchable with hidden text. Documents can be viewed using free Adobe® Reader®.

PDF has become universally accepted as a standard format for storage, presentation, and distribution. Users can view, navigate, and print documents using the free Adobe® Reader® software. Thanks to the internet, many users are already familiar with PDF documents.

PDF captures the exact look-and-feel of your actual document, preserving fonts, format, and signatures. Your documents look the same on any PC and over the internet. They print accurately on any printer.
Read more... [Adobe® PDF formats]

Optical Character Recognition (OCR)

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OCR (Optical Character Recognition) -- A scanned document is stored as an image. The text is not recognized beyond being a readable picture of the page. OCR is the process that produces text from that scanned image. OCR makes a document's text searchable. The OCR text file can be edited or re-used in a word processing program, which saves re-keying time. Accuracy of the OCR process is generally close to 99.995%, but can vary depending on the quality of the paper document and the font size.

Some Facts

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Recent Estimates show that a typical worker will take 12 minutes to process a single document. Nine of these 12 minutes are spent searching for, retrieving and refilling the document – meaning that only 3 minutes are spent actually using the information they’ve found.

The average office:
  • Makes 19 copies of each document
  • Spends $20 on labor to file each document
  • Loses 1 out 20 office documents
  • Spends $120 searching for every misfiled document
  • Spends $25,000 to fill a four drawer file cabinet and $2,000 annually to maintain it
Paper filing systems grow 22% per year.
Over 40% of the data utilized on the job is not readily accessible.
Support personnel spend up to 60% of their time searching for paper.

Document Scanning, Photo Scanning, Book Scanning