Long term archiving & scanning
Our legal scanning services and legal document management solutions help legal professionals to:
• Streamline their workload
• Improve their efficiency in and outside of the office
• Save the practices themselves considerable amounts of time and money.
When records are converted from paper to digital, critical information can easily be found and extracted from an electronic catalogue of clients and cases. Optical character recognition (OCR) technology further enhances the electronic filing system with the capability of rapidly scanning documents, for keywords or phrases, and precisely pinpointing where in the file they can be found. An entire catalogue can be examined in minutes, as opposed to days, for pertinent information.
Whether you have one box of documents or a large archive, we provide the digital scanning solution for your project.
Our bulk scanning unit has multiple ISO certifications that back-up the quality of our work. Our scanning process is undertaken with strict supervision and we use the latest in image processing technology to guarantee the best results.
Scanning is an ideal solution to handling hard copy disclosures or hard copy trial bundles that are dropped on you which you need to load into a review platform or to act as a master electronic set for printing further copies or subsets.
The Document Scanning Process
Before the process begins, we will carefully analyse your needs, prepare proof-of-concept samples and explore options before recommending and implementing the most suitable and cost effective solution. Whatever your needs, we can tailor our document scanning service to suit you.
Fast and Secure Nationwide Collection Service
Our team of collection coordinators can arrange secure collection of your documents from anywhere in United Kingdom the same or the next day, as required. We can also supply our secure A3 size boxes, which can hold bundles, folders, hanging files and any other loose documents.
Preparing Your Documents
Prior to scanning documents, we go through the files and remove any document fasteners, such as staples, paperclips, treasury tags and post-it notes. All documents, including the attachments and receipts, are all kept in their original order to ensure a smooth and accurate scanning process takes place and to guarantee the quality of all documents scanned.
Document Scanning Service
We use the latest scanners equipped with ultra-sonic double-feed, automated colour detection and image processing applications. We can scan to PDF or any other preferred format such as searchable PDF, TIFF and JPEG. We can scan documents as small as a till receipt right up to A3 large format drawings and plans in full colour, grayscale or black and white.
File Indexing and Categorisation
Once a document is scanned we can then index each document by its relevant file/document data, for example, Title, Name, Address, Reference number, date etc. for better archiving capabilities. This type of indexing involves:
• Image indexing and index verification
• Scanning text with OCR (Optical Character Recognition)
• Database creation
The success of digitised documents is measured by how quickly and easily you can access them. Whether for day to day retrieval purposes or archival storage, we can develop efficient indexing scheme for legal practices, NHS, government departments, HR departments, educational institutes and engineering sectors.
Optical Character Recognition
We can also offer OCR processing to convert your documents to fully text-searchable documents. This can be very beneficial for searching particular documents by their contents, e.g. keywords as well as OCR search helps to locate any misfiled documents.
Quality Assurance and Control
All of our scanning units are fully accredited to ISO 9001:2000 quality assurance standards. In addition to this, we have developed our internal quality-control procedures to ensure that the scanning process and digitalisation meets the required industry standards.
Data Delivery Medium
The scanned images (data) is normally supplied on CD, DVD, USB, secure FTP or our Cloud portal. For the security and confidentiality of the data delivery, we can encrypt the entire data using highest level of encryption.
As well as providing data in a standard PDF file format, if your department or company does not have any document management system we can supply the data in our own document management software or host it for you on our secure Cloud portal. We can also supply data in MS SharePoint format. Load files for all the main document review platforms can also be delivered.
Secure Document Shredding and Disposal
Once you have approved the disks your papers can either be returned to you, securely disposed of via environmentally friendly document shredding processes or we can deep store them for a further required period.
SCAN TO ARCHIVE
This is a simple and cost effective electronic archiving solution. It is tailored for those documents, files and folders which are traditionally stored in the filing cabinets, storage rooms or sent to an archive warehouse. As these documents are not required for day-to-day running of the business but
are required to be stored and made available upon request for legal, compliance, business process and customer services.
Typical documents include:
HR Leavers Files
Legal Case Files
Property Files & Title documents
Plans & drawings
Our Scan to Archive model creates an exact digital copy of the original file and index the digital file by the file label. Once digitally archived onto a disk, local network folder or on our hosted cloud, the originals are securely shredded after an agreed period with certification.
SCAN ON DEMAND
Sometimes companies simply don’t have the budget to scan all of their documents at once so this is why we developed Scan-on-Demand. This document scanning archive solution offers all of the benefits of going digital without the need to commit to one big bulk scanning project.
It is a simple yet highly cost effective solution for medium to high volumes of documents.
How Scan on Demand Works
Collection - we arrange secure collection of documents from anywhere in the UK and store your boxes in our combined storage and scanning facility.
Request - you send us a file request via our file request system, through your desktop or online.
Scanning - we locate, scan your file and upload to our secure FTP for you to digitally access your file within 2 hours (Express) or 24 hours (Standard).
Originals - the physical file will then be marked, logged and returned to the original box or securely shredded.
Scan on Demand - Cost Saving Benefits
• You do not pay for the physical file retrieval, delivery and then re-pickup from your office
• You do not pay for the same file to be retrieved again
• No waiting for few days for your file to be returned to you from the storage facility
• Quicker access to the file, means you can deal with the issue quickly and more efficiently
• You only pay for the scanning when you need it
• You can free up much needed space by storing and only requesting files as and when they are needed.
• You can reduce current storage costs with our low cost storage pricing.
Scan on Demand also provides you with the unrestricted ability to print, email or share documents, saving more time and money. The scanned image is permanently available and you need never request the same document again. The original document can then be sent back to storage or it can be destroyed once scanned to utilise the benefits of having documents digitally stored, as the original does not need to be kept for any longer than required.