Document Scanning Services – we provide business class document scanning services to enable confidential on-line retrieval of important documents.
Confidential Document Scanning
We are able to prepare, scan and index large volumes of paper documents thanks to our state of the art equipment which includes high speed scanners. Once scanned, clients can choose whether they would prefer documents to be destroyed or placed into deep storage. All of the scanned images can then be made available on CD, DVD or via a web based browser.
Document scanning can be a way to cut costs and improve work flows. We have completed a number of projects with legal and financial firms where document imaging has formed part of their lean process improvements. This is where improved document management is aimed at taking costs out of their businesses.
Benefits of our Document Scanning Services
Document digital management allows for quick access – crucial when a job might be time sensitive. It also means the document can be accessed from pretty much anywhere via the internet.
This kind of system is extremely cost effective. Prices start from just a few pence per sheet. Money is also saved thanks to the efficient nature of the system – both ink and paper are saved.
Once the job is complete and the documents have been destroyed and recycled, you will probably gain more valuable office space which can increase staff morale and productivity.
With our easy to understand Scanning Service in place members of your staff will become more productive and are therefore able to get more work done.
Files are easy to find and to use which can greatly cut down the time spent on a job.
An up to date, modern digital system automatically helps to make the work environment more modern too.
Using less paper and printer ink is better for the environment.
Our state of the art document scanners are used, each of them equipped with the latest technology such as ultra-sonic, automated colour detection and double feed as well as image processing tools. If you have a scan format preference, such as PDF, JPEG, TIFF or PDF Searchable, we will scan in this chosen format for you. Many different sizes can be scanned, from something as tiny as a till receipt, up to A3 size, as well as large format plans and drawing etc. Choose from full colour or black and white finish.
If you prefer to have your documents converted into a fully text searchable format, then Topwood also offers OCR Processing. This can be particularly useful when trying to track down specific documents, which once processed will be searchable by both their text and data.
After scanning has been completed, each document can then be indexed according to appropriate data such as “name”, “address”, “title”, “date” and “reference number”.
All of Topwood’s services are fully ISO 9001:2000 accredited. In a further attempt to ensure that everything is fully compliant with industry standards, we also have our own stringent internal quality control processes.
It is common practice for Topwood to encrypt all data with 128 bit encryption. The scanned materials can be supplied on various formats such as CD, DVD or USB.
Having had suitable to time to review and approve all of your disks, you can choose to either have your paper documents returned to your premises or you can ask us to store them for you for another agreed amount of time. Alternatively, we can shred them and completely destroy them at our secure premises.