Document Scanning

Data Solutions Group has been a trusted provider of document scanning service and digital conversion services for many years. We specialize in scanning documents and drawings of all sizes up to 42” wide with precision and efficiency.

Our comprehensive scanning services support all formats, colours, materials, including:

Colour, black & white, or greyscale documents
Paper, linen, and acetate media
Legacy microfilm and microfiche archives

Whether you're dealing with a large-scale backlog, a small batch conversion, a one-time project, or an ongoing requirement, our experienced and dedicated scanning bureau will manage the process end-to-end.

We pride ourselves on delivering projects on time, maintaining the highest levels of quality and data integrity throughout.

Our document scanning service includes fully searchable PDF images, powered by the latest Optical Character Recognition (OCR) technology. This means:

Searchable documents
No need for expensive software licences
Minimal demand on your IT resources
Seamless user experience with familiar Adobe PDF functionality

Once your documents are indexed with key field indicators, the integrated OCR functionality enables users to search for any text, alpha or numeric, across:

Individual files
Multi-page documents
Entire document databases

Ensuring the Highest Quality Electronic Images

Quality is at the core of everything we do. To guarantee the accuracy and reliability of our electronic images, we adhere to rigorous quality control measures and industry best practices.

ISO 9001:2015 Certified
We are accredited to the internationally recognised ISO 9001:2015 Quality Management Standard, ensuring a systematic and consistent approach to quality across all our services.
Compliance with PD0008/10 Guidelines
Our scanning processes follow the best practice guidelines set out in PD0008/10, covering every stage from document preparation through to image capture, indexing, and final delivery.
Ongoing Internal Quality Reviews
We conduct regular audits and reviews of our internal quality systems to maintain and continually improve performance. Every stage of the scanning process includes built-in quality checks to ensure images are clear, complete, and accurately indexed.
Dedicated Quality Control Team
Our experienced team performs multi-level quality assurance checks, verifying both image integrity and metadata accuracy before delivery.

At Data Solutions Group, we provide a professional document scanning service that transforms your paperwork into high-quality, searchable digital files.

Whether you're scanning invoices, HR files, drawings, or archived documents, our process is designed to ensure clarity, accuracy, and full compliance with quality standards.

1. Document Preparation & Scanning

Before scanning begins, all paper documents are carefully prepared to ensure the highest quality digital output:

Staples are removed, pages unfolded, and any tears are repaired
Large-format drawings (up to 42” wide) are flagged and routed to our specialist team
A4 and A3 documents are scanned using high-speed scanners
Documents with photos and fine details (e.g., red outlines on planning drawings) are identified and scanned in colour

2. Indexing & Optical Character Recognition (OCR)

After scanning, documents are indexed using key data fields such as:

Invoice numbers
Client names
File references

We then apply advanced OCR technology to convert documents into fully searchable PDFs. This enables fast, keyword-based searches across:

Individual documents
Groups of files
Entire digital archives

This process significantly enhances retrieval speed and overall productivity.

3. Quality Assurance

Our document scanning service is supported by:

ISO 9001:2015 certification
Continuous in-process checks and final quality inspections

We guarantee that every scanned image is accurate, complete, and professionally presented.

4. Secure Digital Delivery

Completed files are delivered securely via:

Online file transfer
Encrypted, password-protected USB drives or hard disks

5. Paper Document Storage & Destruction

Post-delivery options for original paper documents include:

Storage for an agreed period
Destruction only with written permission
Secure cross-shredding to European standards, followed by responsible recycling

Get Started with a Free Sample Scan

We offer a free sample scan using your own documents, so you can see just how easy it is to search and retrieve business critical information.

We make regular collections throughout the UK, check our Areas Covered page for more details.

Or visit our region pages to check out the areas we’re already working in:

North West | West Midlands | East Midlands | Yorkshire and the Humber | Wales

Document Scanning Services