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OCR Scanning Services

SPS is a UK scanning bureau, capable of digitising high volumes of documents with OCR Scanning. The business applies OCR software to scanned images to allow you to find data within your document quickly and easily by performing a simple keyword search. 

Optical Character Recognition software, or OCR software as it’s more commonly referred to, is programmed to recognise text by matching what it reads with stored images of letters, numbers and symbols. It will read and recognise the written text and then recreate the data in a digital form, therefore allowing information to be searchable. OCR Scanning is more successful if images are scanned at a higher resolution; however, it is also dependent on the quality of the original image. 

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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

Our Process

SPS can digitise up to 11 million images every month! Our scanning bureau provides professional OCR scanning services, allowing fast and easy searching of your digitised documents. 

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We will collect your paperwork directly from your premises using our secure, fully tracked fleet of vehicles.

Our specialist team will prepare your documents for digitisation by removing staples and paperclips. Any pages of poor quality are flagged with a header sheet. Where applicable, header sheets are applied to assist with the digital filing of your documents.

Documents are prepped for scanning, with staples and paperclips removed, and sticky notes relocated to avoid hiding any data. Original low-quality images are identified with a special header sheet, and large documents are separated. Sheets can also be applied to digitally file your data.

Your documents will be digitised using our high-performance scanners, producing high-quality digital files in JPEG, TIFF, or PDF formats. Our OCR capabilities support efficient bulk scanning where required.

All scanned documents are processed in compliance with BS 10008:2020 standards for legal admissibility. Our quality control team inspects for issues such as misalignment, image distortion, creasing, or rotation. Rescans are performed as needed to ensure top-tier accuracy and clarity.

Completed digital files are securely delivered via SFTP. We offer flexible output formats - including TIFF, JPEG, and PDF - to suit your needs.

After scanning, your original documents can be returned, archived, or securely destroyed using our on-site shredding facilities.

There are a wide range of benefits of choosing OCR scanning services for your business, such as:

  • Quick and Efficient Information Retrieval

    Improve the speed of finding information in your digitised documents using OCR technology.

  • Free Up Valuable
    Office Space

    If you digitise your paperwork and documents, you can free up valuable office space at your business premises and reutilise it for more productive business activities.

  • Document
    Protection

    Protect and back up your paper records using OCR Scanning. Improve your business continuity plans and protect paperwork from disasters such as fire, theft or flood.

  • Improve Compliance

    With GDPR compliance, companies need to be able to find information quickly in the event of a subject access request. OCR scanning services can help improve your business compliance and speed up your file retrieval process.

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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

Why Choose SPS for OCR Scanning?

Account Management - We offer a personalised service with dedicated Account Managers who are readily available via phone and email

Secure Premises - Our facilities are secured with advanced fire and water detection systems, perimeter fencing, 24/7 CCTV surveillance and biometric access controls

Accredited - We are certified to ISO standards, including ISO 27001:2022, ensuring the highest level of information security. Our facilities are robustly protected, combining advanced security measures with strict compliance protocols

OCR Scanning Technology - Our innovative technology allows us to set the standard in scanning. When carrying out OCR scanning services, we use IBML Fusion or Kodak i5850s scanners, providing the best possible digital image quality

Quality - SPS delivers exceptional quality assurance by ensuring high-resolution scanned images, using advanced scanning technology capable of capturing even the smallest of details. All documents are digitised in compliance with BS 10008:2020 standards, ensuring legal admissibility and accuracy

Bulk Scanning - SPS can digitise over 11 million images a month while carrying out our OCR scanning services 

Cloud Document Management - Our tailored and secure Cleardox EDM (Electronic Document Management) system offers rapid and convenient access to your digital documents, allowing you to view them from anywhere in the world, at any time

IT Security - With over £1 million invested in our IT and cybersecurity infrastructure, you can trust that we utilise the latest security systems to ensure your records are always protected

  • 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

Scanning Bureau Facility With Enhanced Security & Detection

We understand that outsourcing your business paperwork requires trust and assurance. SPS's modern premises are safeguarded and protected by:-

  • Security systems for access

  • Closed-circuit television systems with around-the-clock monitoring

  • Early alert systems for enhanced fire detection

  • Water detection monitoring

  • Security alarms which are continuously monitored 24/7

  • Fencing around our facilities for enhanced protection

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Check Our FAQ's

Have more questions? Read our FAQ's to find out more about our OCR Scanning Services.

Alternatively, give us a call on 0800 046 8081, and our team will be pleased to assist you.

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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.

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

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, 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.

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.

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.

Facts & Figures

Our SPS Services

Find out more about our SPS document management services and automated solutions!

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