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Document Scanning Company

SPS's document scanning services are secure and accredited. Our bureau can scan documents of any size, from small-format documents to large-format maps or plans. We handle bulk scanning projects, digitising up to 160 million images per annum!

We serve companies and organisations throughout the UK, including healthcare, legal, finance, charities and public sector organisations, providing the highest levels of assurance and trust.

Our state-of-the-art equipment and high-quality control processes ensure your records are digitised to the highest standards, reducing issues such as double feeds and rescans to almost zero. All records are scanned to BS 10008 for legal admissibility, allowing documents to be used in a court of law if required. 

SPS offers an electronic document management system, allowing digitised records to be securely stored in the cloud for fast access and retrieval.

SPS's document scanning services sit within a wider suite of document management solutions, including secure archive storage and digital mailroom solutions. We can provide a blended combination of services and solutions to help your business go paperless, create efficiencies, reduce long-term storage costs and improve compliance.  

We’re available over the phone and will support you throughout the document scanning process.  Speak to our team; call 0800 046 8081.

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OCR Scanning Services from Cleardata
Scanning
160 million

images per
annum

Accredited and Trusted

ISO 22301 ISO 9001 Cyber Essentials Plus ISO 27001 Cyber Essentials BS 10008 BS EN 15713 NHS Digital

How our document scanning services work

Our document scanning services follow a structured, secure and fully audited process from collection through to digital delivery. Utilise our modern scanning bureau, which features secure archive storage and a document shredding facility. We can help manage your complete document life cycle.

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Records are tracked throughout the entire digitisation process using barcode technology. Staff use personalised barcodes, providing an audit trail by action, time, user and date. A file count is also performed at the start/ end of each stage.

We have a fleet of vehicles available to collect your records from any UK location.  SPS can provide secure boxes, which feature an integral lid and also offer a boxing-up service if required.

Our team prepares your documents for scanning by removing paperclips and staples, straightening corners, and adding headers for indexing.

Records are scanned using the latest technology. We digitise images from small (A3) to large (A0) formats. Our technology includes IBML, Kodak, Opex, Contex IQ Quattro Large Format, Canon Flatbed, ScanSnap Book Scanning Technology and Sunrise Apollo Scanners for Microfiche/Microfilm.

SPS has quality assurance embedded throughout our document scanning processes, with digital images checked by our operatives and our scanning QC team. We address issues like folded corners, skewed images, and double feeds. Rescans are performed as needed.

Digitised records can be returned via secure file transfer or uploaded to SharePoint. Alternatively, SPS offers a cloud-based EDM system providing flexible access to records. Post-scanning documents can be returned, archived, or shredded.

Our Scanning Services in Action

Digitisation Project - UK Housing Association

SPS digitised housing records for a UK housing association, starting with a 2,000-file pilot using barcode tracking and a fully audited workflow. This enabled secure handling, fast retrieval, and data return for import into their document management system.

Explore our housing sector case study

Patient Record Digitisation Project - NHS Trust

Our team digitised 1.2 million patient records for Northumbria NHS Foundation Trust as part of a £10m project over a three year period. Records were prepped, scanned and indexed automatically, with upload into the Trust's Mediviewer EDMS system.

Find out about our patient records digitisation project

Benefits of Professional Document Scanning Services

SPS offers Document Scanning and Document Management Solutions throughout the UK, accredited to ISO27001:2022 for information security.

  • Paperless Office

    Our document digitisation services help your business enjoy a paperless office and reduce your storage costs.

  • Fast
    Search

    We can digitally index your scanned documents, enabling fast keyword search, allowing you to save valuable time.

  • Free Up Space

    Many companies use a significant amount of space for paperwork. Utilise our document scanning company to make more room for additional workspace and increase productivity.

  • Agile Working

    Provide flexible access to your documents from any location with our UK document scanning services, allowing modern working practices.

  • Improve Compliance & Security

    Restrict access to your digital records, improve GDPR compliance and protect from theft. We provide secure document scanning services for organisations across legal, healthcare, education, housing and public sector environments.

  • Backup paper records

    Digitise your documents and protect them from disasters such as fire or flood.

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For further details call 0800 046 8081 today or use our instant quote tool online now!

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Trusted by 10,000+ Companies

Asthma + Lung UK Windsor Forest Colleges Group Warrington Borough Council SIMARC Property Management Limited NHS Horwich Farrelly Biffa

Our Scanning Technology

SPS utilises the latest scanning technology. Our fleet includes IBML, Kodak, Opex, Contex, ScanSnap and Sunrise Apollo Scanners.

Bulk Scanning

Our IBML Fusion bulk scanning technology captures 730 pages per minute! We also utilise Kodak i5850s production scanners with Capture Pro technology.

Mailroom Scanning

Opex Falcon and Falcon Red Scanners provide automated envelope opening, sorting and digitisation functionality.

Large Format Technology

Digitise large-format maps, plans and drawings using our Contex IQ Quattro Scanners. These are perfect for capturing technical drawings.

Flatbed Scanning

Our specialist scanning bureau utilises Canon digital overhead cameras to allow documents to be scanned on a flatbed.

Microfiche & Microfilm

Using Apollo Microfiche and Microfilm Scanners, we can digitise fiche, film and aperture cards.

Book Scanners

Our ScanSnap SV600 book scanners allow us to scan documents with a spine, such as books or notepads.

Why Choose SPS for Document Scanning Services?

Collection

Secure collection service using our fleet of tracked vehicles

Trust

We’re accredited to ISO standards, including ISO27001:2022, providing the highest level of information security. Our facilities are protected and assured to Cyber Essentials Plus, providing secure document scanning services.

Scanning Technology

We’re innovative in our technology. We set the standard in scanning!

Quality 


We provide the highest levels of quality assurance, ensuring excellence.

Legal Admissibility


All images are digitised in line with BS 10008:2020 for legal admissibility.

Bulk Scanning Services


Our bureau is built for bulk document scanning services. We digitise over 160 million images each year! SPS has a Project Team available to manage high-volume projects, from collection logistics to advice on scanning over a phased time period.

Case Study Highlight - Real World Results:

  • Following digitisation, housing teams could instantly access tenancy records from anywhere, eliminating manual searches and improving response times for customers. Read the full project

  • Patient records were digitised, making them more accessible via the Trust's digital electronic patient records management system. Watch the Healthcare video case study

  • SPS have quickly scanned around 150,000 legal files to an exceptional standard, with zero quality issues and great feedback from our legal team.

    Colin Jones, Group IT Director, Knights.

  • I've been really impressed by the services offered by SPS and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

  • It's been refreshing to collaborate with a company that consistently brings practical solutions to the table. From their Drivers to the Archive Team and Account Managers, the whole experience has been open and transparent.

    Group Head of IT, Simarc Property Management

Secure Document Scanning and GDPR Compliance

SPS has five modern, secure UK sites providing secure paper-to-digital conversion services. We are ISO 27001:2022 accredited and have a dedicated Director of Governance and Compliance and a qualified Data Protection Officer, ensuring GDPR compliance. Our facilities are purpose-built and feature:-

  • Secure Entry Systems

  • 24 Hour Surveillance

  • Fire Detection

  • Water Detection

  • Security Systems

  • Perimeter Security

  • Climate Control

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Cleardata Group

We’ve invested in our IT Systems & Security

SPS's scanning services are trusted by leading organisations and businesses. We’ve made significant investments in obtaining and maintaining a range of certifications to ensure the highest standards in various aspects of our operations. These include:

  • Cyber Essentials & Cyber Essentials Plus

  • Secure Locked Server Room

  • Microsoft Azure Data Centre

  • CrowdStrike Endpoint Detection and Response 

  • External SIEM Solution maintained by Netitude, a UK-based Security Operations Centre (SOC)

  • Privileged Access Management (PAM) solution.

Secure Document Scanning

Sustainability

SPS is committed to providing sustainable document management services throughout the UK. Our carbon reduction plan is in place with a pledge to Race to Zero, and we’re working towards net zero by 2050, with a target of a 50% reduction in emissions by 2030. Our scan-on-demand services help reduce physical journeys and carbon footprint for file retrievals, with files retrieved, scanned and digitally delivered.  Our North East facility features a 7.35kw, 32-panel solar system generating around 6000 KWH of electricity. 20% of our energy usage is from renewable sources.

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Downloads

The document scanning services bureau is combined with a secure storage and shredding facility.

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We've got all the answers!

Check out our frequently asked questions to find out more about our scanning and digitisation process. If you need any more help, please call 0800 046 8081.

Our team will be happy to help.

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Yes, SPS is externally certified to BS 10008:2020. Image control is important. If your documents were challenged in a court of law, you need to be able to demonstrate any changes made to the scanned image.

Yes. Documents can be scanned in colour, greyscale or mono and formatted to a high-quality digital output.

Yes, our Director of Compliance & Governance is a qualified Data Protection Officer.

This is both project- and volume-dependent. Our team will discuss lead times as part of the onboarding and specification process. The company can produce high levels of productivity using efficient IBML, Kodak and OPEX scanning technology. Our bureau scans around 160 million images per annum.

Yes, we apply OCR to all scanned images as part of our scanning process.

Yes, SPS's vehicles are tracked using Samsara technology, providing real-time locations. All vehicles have a cloud-linked dashcam to retrieve video footage.

SPS can scan most sizes of documents, including small-format tickets, receipts and expenses, large-format drawings, wide-format maps, plans and wallpaper. Document sizes include A0, A1, A2, A3, A4, A5, A6. We have scanned documents up to 4 metres in length.

Multiple benefits can be gained by scanning documents into a digital format. Here are just a few reasons why document scanning is chosen: -Space Saving: You’ll no longer need bulky filing cabinets, therefore saving space in the workplace -Improve accessibility: A quick digital search makes locating documents instant -Enhanced Security: Confidential information is protected and secured with document safeguarding, such as user access control systems -Reduced disaster risk: Documents are backed up in cloud operating systems. This gives clients peace of mind knowing that documents will be safe from flood or fire damage -Boost productivity: Digital documents can be tailored to specific workflows, meaning manual intervention is no longer needed -Go Green: Not only can you cut costs with document scanning, but you can also help to save the planet by going paperless -Future-proof your business: AI-driven data capture systems are being increasingly utilised. Digital documentation will prepare your organisation for this new way of working. It allows these AI-driven systems to extract and evaluate valuable data that you’re failing to access

Once your documents have arrived, records are checked in using our barcode system and then placed in a secure storage facility. The premises offer a high level of security, including VESDA (Very Early Smoke Detection Alert), Hydrosense Water Detection System and Biometric Entry Systems.

SPS can securely destroy them using our on-site shredding service, return them to your premises, or store them in our archive storage facilities. Our premises offer very early smoke detection alert systems, water detection sensors, biometric fingerprint and facial recognition entry systems, Redcare security and 24-hour CCTV.

SPS has a fleet of vehicles and can collect your documents from anywhere within the UK or Ireland.

Yes, our team uses a PDA device to record the number of boxes collected or delivered. A collection or delivery note is provided as proof. This gives you and us proof that the documents were collected or delivered, together with a date and time.

No. This is because SPS have a dedicated preparation team on hand to prepare documents on your behalf. They will remove paperclips, staples and other objects that may obscure or negatively impact the quality of the image. Documentation will then be passed on to our scanning team. This process also allows for the opportunity to repair documents that are torn. In addition, any Post-it notes can be removed and placed on the back of the document to prevent obscuring information. SPS is proud to handle the entire scanning process, from the initial boxing up and collection of paperwork to the return of your digital data.

Your archive boxes will be checked in with barcode labels. This helps us to locate your archives whilst at our premises.

This would be agreed upon as part of the specification process. Our standard process is to return via SFTP (Secure File Transfer Protocol). We also offer a cloud electronic document management system, Cleardox EDM. This provides secure, flexible access to your records from any location.

Our specification team will note the required resolution as part of our specification process. Images can be scanned at 200 to 600 dpi, depending on your needs. All images are scanned in line with BS 10008 for legal admissibility.

Document scanning converts physical documents into digital files using dedicated document scanners. Once digitised, documents can be stored in safe and secure document management systems. This enables round-the-clock access and makes sharing, saving and protecting your documents easier. In turn, this aids in GDPR compliance.

SPS can capture every document type, mobilising an extensive range of high-performance scanning equipment and systems. The types of documents that can be scanned include the following: -Business documentation, such as client files, contracts, invoices, receipts, etc.) -Medical records -Legal documentation -Books and bound materials -Photos -Microfiche, Microfilm & Aperture Cards -Large format documents such as architectural plans or blueprints

Our document scanning services are compatible with the majority of document management systems. We haven't come across a system that we can't integrate into yet. The team regularly provides scanning output to Microsoft SharePoint, Mediviewer, Documentum, Comino, Northgate, OnBase, OpenText, Alchemy, IDOX, INVU and Pyramid.

SPS can output your digital files in any required format. The company has a specialist IT team that can meet your needs to ensure your images are compatible with existing office systems. Common formats to export scanned images to are PDF, TIFF, JPEG, CAD, BMP, PNG, TXT and Microsoft formats, e.g. Word or Excel.

Facts & Figures

What we do

We offer physical and digital document services and solutions with AI powered processing including:-

Digitisation Document Scanning Services Find out more Archive Secure Archive Storage Services Find out more Digital Mailroom Inbound & Outbound Digital Mailroom Services Find out more AI & Automation Automated Document Processing Services Find out more Document Management Cloud Document Management Solutions Find out more
Cleardata Team

Let’s get scanning!

Whether you need bulk scanning, ongoing digitisation or a fully managed service, our team can support your project from start to finish. Calculate your document scanning services costs with our online scanning calculator.

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