Data Solutions Group have been providing archive scanning and associated services for a number of years. We can easily and effectively scan any size of document or drawing up to 42” wide. Our archive scanning service covers every possible size, shape or colour of existing paper records or microfilm legacy. Any possible document - colour, black & white or greyscale, linen or acetate we can easily adapt our processes to meet your needs.
We project manage large backlogs or smaller conversions, one off opportunities or ongoing requirements. We have a dedicated and experienced team within our scanning bureau who will make it happen on time whilst maintaining the highest level of quality and integrity
The use of PDF images utilising the latest OCR technology means no expensive licences or software and minimal input from your IT team whilst ensuring your end users are familiar with Adobe usage.
No matter the size of the project, the time scale required or available budget we can find the best solution for the unique needs of your organisation.
Once indexed with your key field indicators the additional use of OCR means any text information whether that be alpha or numeric can be searched across a number of files, a single multi page document or the entire database.
We would be delighted are to complete a sample free of charge using your own documents to demonstrate the ease at which you can now search and locate business critical information from your desktop.
How do you ensure the quality of the electronic images?
We are accredited to ISO 9001:2015 quality assurance standards and work within all guidelines of PD0008/10 covering every aspect of our archive scanning service
We regularly review our own quality systems and the checks we have in place so that you can be assured of the best possible quality every time.
How Archive Scanning Works?
Before any archive scanning project starts all documents will be prepared, this is the time when we will de-staple, unfold, and repair the documents prior to scanning. Any drawings will be marked in the original file and placed with the large format scanning team all other documents will be scanned by our small format team, every image created will utilise auto colour where necessary to make sure any boundaries, red areas or photographs are correctly captured. Any large format drawings or over sized documents will be merged at the end of the small format, or returned to their original place in your new electronic file.
Indexing and OCR Process (Optical Character Recognition)
All electronic records created are indexed by one or more pre-agreed key field indicators, such as invoice number, surname, given name or file information. The newly created PDF files will then be OCRED, this then allows you to search for any text – alpha or numeric within that document/file or group of documents/files for additional search functionality.
In accordance with our ISO 9001:2015 quality accreditation our teams carry out regular and audited quality checks during the entire processing procedure. Prior to despatch we complete additional checks on each job for quality, clarity and integrity.
Return of Electronic Images
The electronic images are transferred to encrypted and password protected USB or Hard Drives which will then be returned by hand to you on a prearranged date and time.
Destruction of Original Paper Records
Original documents will be stored for a pre-agreed time after the electronic files have been returned, we would then ask you for permission to destroy the originals, no records will ever be destroyed without your prior written permission. Once we have your permission the file will be cross shredded to European standards prior to recycling.
Please do not hesitate to contact us and speak to one of our experienced consultants to see how we can help your organisation.