Quantor’s document scanning services can handle a wide variety of documents, any size of paper document from a train ticket to a large format drawing.
Our dedicated team of experienced staff create over 7,000,000 images per year, all quality checked and certified to our ISO 9001:2008 quality accreditation.
Documents arrive at Quantor via a customer’s individual Royal Mail PO Box or we can collect from anywhere in the UK. Alternatively, some customers choose to deliver the documents themselves.
Working to strict turnaround times our daily scanning service converts paperwork within 24 hours of receipt, ready for upload into our hosted document management systems or transferred via secure connection to our customers’ servers, so that the images can be imported into their own document management systems. Images can also be provided on encrypted DVD disks.
Large bulk scanning projects are also catered for. Archive projects are often connected with office relocation, to satisfy insurance or compliance needs, or to help to populate a new document management system. Projects like this typically involve drawing up a project plan or schedule and agreeing a timetable for the program of work so that deadlines can be met.
The images can be provided in a suitable format such as TIFF or PDF. And PDFs can be made fully searchable if required.
Types of Documents that we Scan
Most types of documents can be scanned, here are some examples of the types of documents that we have scanned for our customers:
- Application Forms
- Books and Magazines
- Contract Files
- Delivery Notes
- Drawings and Plans
- Gift Aid Forms
- HR Files
- Maintenance Records
- Purchase Invoices
Scanning Process Overview
- Document control is essential for security and traceability, and the first step is to register the arrival of documents in to our database. This will keep track of the documents during the process and provide an audit log of all the activity with the documents and an up to the minute view of the progress of the work.
- Each box that we receive is given a unique serial number and when the work is allocated to team members they will record their time and activity in the database against these numbers.
- The first stage is to prepare the documents to make them suitable for scanning. The basic process is to remove staples and insert document dividers, make sure the sheets are flat and are not folded over at the corners. Cross checking the contents of the boxes against customer reports is also done at the preparation stage.
- The documents are then scanned using the most appropriate scanner for the job. Some of the factors to consider are:
What the scanning resolution should be?
Whether to scan in colour, greyscale or black and white?
Are the sheets single sided or double sided?
How to treat blank pages within a document?
What file format does the customer require
- An essential part of the document scanning service is to index the images so that they can be retrieved when required. Indexing or data capture is done by our in-house data entry staff so that we have full control over the quality and security of the images and the data that they contain.
- Quality checking is done in conjunction with the other activities and if any errors are found they are reported and rectified before advancing to the next stage.
- The final step in the scanning process is to despatch the work. This is when the files and index data are output in the format required and either uploaded to the web hosted or customer’s system, or written to a password protected DVD.