Bulk Document Scanning Services
Bulk document scanning is a convenient and efficient method to convert hard paper copies of archives into digital pdf format which is accessible from a cloud based system as part of a document management system.
Topwood are information security and quality management accredited to ISO 27001 and ISO 9001.
Why bulk scanning?
A bulk document scanning service allows you to keep your archived documents for the retention schedule set whilst freeing up archive and storage space for more production use such as storing products or employing another member of staff with the new space!
The cloud based storage system allows quick retrieval and increases organisation through the indexing of each file means no more searching through old archives trying to find a file.
With GDPR now in force it is more important for organisations to know exactly what information they have stored and where.
Bulk document scanning makes the process of finding documents easy and quick through our optical character recognition (OCR) searchable feature.
This is important as the time to respond to Subject Access Requests quickly is a new requirement of GDPR.
Data Retention is also made easier through the right software. We store your scanned documents in the Cloud, making them accessible 24/7.
Data retention schedules can be set and automatic rules can be applied in order to stay compliant with GDPR.
More about our Bulk Scanning
Our bulk document scanning services range from scanning small receipts up to large format images.
All electronic files would be returned in any format that you require; CD, Disc, USB, hard drive or hosted on our cloud based system (accessible 24/7).
The hard copies of your documents can be returned, stored or securely shredded.
There is no need to remove staples from legal documents, HR files or any other documents you may have as our team will remove the staples and other stationery as part of the quoted price.
We can collect from anywhere in the UK including Manchester, Liverpool, North Wales, Birmingham, West Midlands, Lancashire or Hereford.
The turnaround time for scanned documents can be very quick, so if you are a college, school or university looking for a bulk document scanning service of exam papers for online marking we can collect, scan and return very quickly.
Bulk Scanning – the process is simple:
A security member of Topwood staff arrives to collect your documents in our GPS tracked vans.
Our team will prepare all files by removing stationery such as staples and paperclips before scanning. These can be put back if you require the hard copies back after the document scanning process.
Our state of the art scanners scan your documents into your preferred format either PDF, JPEG, TIFF or PDF searchable.
Our team checks the electronic version of your documents for quality and consistency to ensure they are compliant with guidance on electronic storage of files.
Each document is indexed using information associated with the documents such as file name, date, client, job number making it easier to find documents electronically.
We will upload your electronic documents onto a USB, CD or DVD. Alternatively you can use out cloud based system which is accessible 24/7.
Once the electronic copies can been approved by the customer, the hard copies can be shredding to EN15713 or put into secure storage in our warehouses.