Turn your paper documents into secure, easily accessible digital files. We offer comprehensive document scanning services to free up valuable office space, improve efficiency, and enhance security for organisations like law firms, accounting firms, health boards and more.
Our services encompass a wide range of document formats, including bulk documents, drawings, microfiche, and microfilm. We can handle any size project, ensuring your transition to digital is smooth and successful.
Contact The Maltings Document Scanning Services today to discuss your specific needs and unlock the full potential of your paper documents.
Secure and Compliant Document Scanning Services
Professional
Document Scanning
Security, Accuracy, and Efficiency: Your Priorities, Our Expertise. We serve clients in Cardiff, Gloucester and Bristol.
We take data privacy and compliance very seriously, with robust security measures in place to ensure your sensitive information remains protected throughout the scanning process and storage. Our advanced technology and rigorous quality control procedures guarantee accurate and complete digital copies of your originals.
Furthermore, we recognise the need for cost-effective and efficient solutions for high-volume document scanning. We offer competitive rates and can scale our services to meet your specific needs, getting the job done quickly and without disruption.
Scanned documents eliminate the need for physical storage space, reducing clutter and freeing up valuable office space.
Space Saving
Digital documents can be quickly and easily accessed through keyword searches, OCR (Optical Character Recognition), making it much faster to find and retrieve specific information compared to physical documents.
Easy Access and Retrieval
Digital copies serve as a backup in case of disasters such as fires or floods, ensuring that critical documents are not lost.
Disaster Recovery
Reducing the use of paper through scanning contributes to environmental sustainability and a smaller carbon footprint.
Environmental Benefits
Our team is dedicated to providing you with top-tier data Scanning Solutions. We're here to transform your paper-based challenges into digital opportunities and help you streamline your Data Management Processes. Let us assist you in achieving your Scanning and Document Management goals.
Meet the Document Scanning Team
Describe the team member here. Write a brief description of their role and responsibilities, or a short bio with a background summary.
Taylor Quill
Position / Role
Describe the team member here. Write a brief description of their role and responsibilities, or a short bio with a background summary.
Alex Smith
Position / Role
Describe the team member here. Write a brief description of their role and responsibilities, or a short bio with a background summary.
Morgan James
Position / Role
Committed to Confidentiality
Our unwavering commitment is to offer our valued customers a sense of absolute security and peace of mind. To achieve this, we have meticulously established a set of policies and procedures designed to safeguard the privacy and security of your documents.
We recognise the sensitivity of your data. If you would like to request a formal confidentiality agreement, we are more than willing to accommodate your needs. Your trust and privacy are paramount to us, and we take every measure to ensure your peace of mind when it comes to document security.
Please find the full list of our Certification here.
Our skilled scanning team utilises advanced equipment with intelligent settings to ensure thorough document scanning, leaving no room for oversight. Following scanning, electronic files are meticulously indexed with essential data such as client surnames or reference numbers. Indexing is a crucial part of our process, and we collaborate closely with clients to determine the most effective indexing methods for easy future reference.
Scanning and Indexing your Files
Before storing electronic files on a disc, all electronic files are put through a series of checks to ensure that any errors are corrected.
Quality Checks
Prior to archiving electronic files onto a disc, a comprehensive series of checks is conducted to rectify any errors and ensure data accuracy.
Files are Digitised to Disc
If you wish, one of our team members will deliver the completed CD-ROM or DVD by hand once it has been completed.
Delivery of your Electronic Files
We offer clients the choice to store their documents off-site and regularly scan frequently accessed documents for electronic delivery. Typically, documents that are rarely accessed are not scanned unless specifically requested.
Scan on Demand
Documents are securely stored at our onsite facility in Cardiff until they undergo scanning and preparation. In case of urgent needs before the completion of the scanning process, we can promptly locate, scan, and email the file. Alternatively, we offer the option to return the physical file to you the following day.
Retrieval Service
We have the capability to schedule the retrieval of documents from our local clients. Upon collection, a collection note will be provided, featuring a distinctive reference number for easy tracking and identification.
Collection and Preperation
Committed to Confidentiality
Our unwavering commitment is to offer our valued customers a sense of absolute security and peace of mind. To achieve this, we have meticulously established a set of policies and procedures designed to safeguard the privacy and security of your documents.
We recognise the sensitivity of your data. If you would like to request a formal confidentiality agreement, we are more than willing to accommodate your needs. Your trust and privacy are paramount to us, and we take every measure to ensure your peace of mind when it comes to document security.
We have the capability to schedule the retrieval of documents from our local clients. Upon collection, a collection note will be provided, featuring a distinctive reference number for easy tracking and identification.
Collection and Preperation
Our skilled scanning team utilises advanced equipment with intelligent settings to ensure thorough document scanning, leaving no room for oversight. Following scanning, electronic files are meticulously indexed with essential data such as client surnames or reference numbers. Indexing is a crucial part of our process, and we collaborate closely with clients to determine the most effective indexing methods for easy future reference.
Scanning and Indexing your Files
Before storing electronic files on a disc, all electronic files are put through a series of checks to ensure that any errors are corrected.
Quality Checks
Prior to archiving electronic files onto a disc, a comprehensive series of checks is conducted to rectify any errors and ensure data accuracy.
Files are Digitised to Disc
If you wish, one of our team members will deliver the completed CD-ROM or DVD by hand once it has been completed.
Delivery of your Electronic Files
We offer clients the choice to store their documents off-site and regularly scan frequently accessed documents for electronic delivery. Typically, documents that are rarely accessed are not scanned unless specifically requested.
Scan on Demand
Documents are securely stored at our onsite facility in Cardiff until they undergo scanning and preparation. In case of urgent needs before the completion of the scanning process, we can promptly locate, scan, and email the file. Alternatively, we offer the option to return the physical file to you the following day.
Retrieval Service
"We engaged the services of The Maltings following issues we experienced with a national storage company. The Maltings were only too happy to help and give advice to us.
We found staff at The Maltings to be professional, courteous and very helpful. They gave details of their fair and transparent pricing structure and we felt confident enough to formally take up their services".
Burnett Davies
"I would absolutely recommend The Maltings Document Storage Solutions. They have built a solid reputation on their reliability, efficiency and friendliness. The staff are extremely helpful, not to mention cheerful, and if I need a document retrieved, it’ll be with me the next day".
BPU Chartered Accountants
Referencing the MDSS Portal; "It really is a good and easy thing to use".
Linc Cymru
"The Maltings were very professional with picking up drawings to be scanned and ensuring that our specific indexing for the drawings was followed exactly. The experience was easy, communications were clear and concise as to when we were to expect delivery of our scanned drawings. An excellent service. Many thanks".
Wayne Assiratti, Asset Technical Assistant
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Do you offer a scanning service?Yes, we offer a comprehensive scanning service. This includes small format documents, to scanning archive boxes, drawings to digital capture of microfilm and microfiche if required.
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Is there a minimum quantity for your scanning services?No, we can cater from small projects to large scanning projects.
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What type of documents can you scan?Small format to large format drawings to the capture of microfilm and microfiche if required.
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What locations do you cover?We currently service customers in Cardiff, South Wales , Bristol and Gloucester.
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How do we access documents that are stored at your facility?You can use our bespoke customer portal (MDSS-Portal.co.uk) to request retrieval and delivery of your documents. Alternatively, you can request to have a file / box available for collection please send an email to requests@themaltingsdss.co.uk quoting your account number.
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Can you advise on destruction costs?Please contact us on enquiries@themaltingsdss.co.uk to find out our latest charges for all your destruction requirements.
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What areas do you service and how frequent?Daily Service – Cardiff, Newport City, Caerphilly, and surrounding areas. Monday, Wednesday, Friday – Vale of Glamorgan, Bridgend, Swansea, and surrounding areas. Tuesday, Thursday – Bristol (Tuesday only), Cwmbran, Aberdare, Merthyr Tydfil and surrounding areas.
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How do you register the files / boxes following uplift at your facility?All files / Boxes are crossed referenced with our own bespoke inventory system and labelled with a unique QR code for referencing.
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Who do I contact to request boxes for collection?Please use our Portal, or contact one of the processing team on requests@themaltingsdss.co.uk.
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Can you store Wills and Deeds?Yes, we can assist with the storage of wills and deeds. The vast majority pf our legal clients store wills and deeds within our increased fire protected storage unit (which have a 3 foot thick concrete floors and ceilings, fire panelled walls and 5 hour fire rated doors). This unit is also temperature and humidity controlled.
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Can I see what files and boxes that are in storage at your facility?Using our customer portal will provide you with live updates of your holding with ourselves. Our Customer Service Team are available to provide you with this information should you require their assistance.
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Can I visit the facility to access and check my files / boxes?Whilst we encourage visitors to our site, we cannot allow visitors to access our units, due to our units being communal storage. We can retrieve requested boxes / files for viewing in our office should you require this.
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Can I access my documents on a same day basis?Whilst we do not operate a same day service as standard, our Customer Service Team are available to discuss any options should an urgent request be needed. (Please note that this service may carry additional charges).
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Do you offer a same day retrieval service?Whilst we do not operate a same day service as standard, our Customer Service Team are available to discuss any options should an urgent request be needed. Please contact them directly. (Please note that this service may carry additional charges).
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Do you provide a report on boxes stored at your facility?Using our customer portal will provide you with live updates of your holding with ourselves. A full inventory can be obtained from our processing team. Please email requests@themaltingsdss.co.uk.
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How do we get documents files to your storage facility?We provide a collection and delivery service. One of our team of driver archivists will attend your office to collect your documents in a safe and secure manner. Please email requests@themaltingsdss.co.uk with any service instructions.
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Are there special boxes that we need to use for our documents and files?We can supply boxes that fit onto our bespoke racking system, with the following dimensions 45cm (L) x 36cm (W) x 27cm (H). Minimum order 10. Other boxes can be used, but we ask that they stay within the measurements.
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What are your storage costs?We offer bespoke storage packages to all our customers, depending on their requirements. Contact us for more information.
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Is there a minimum storage cost?Yes there is. This equates to the same cost as storing 50 boxes (with increments only occurring once this threshold is surpassed).
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What is your cost to move from an existing supplier to yourselves?Our cost is negligible as we endeavour to bring in all transferred documents to our facility at our cost.
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How will a move from an existing supplier impact our access to documents?Our system will update the live information, and if you are using the portal, once the box / file is on the system, you are able to book it out. We process all boxes the same day they come into ourselves.
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Do you have an online portal?Yes. It is bespoken to our company and has taken over two years of development to have it up and running.
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What locations do you cover?We currently service customers in Cardiff, South Wales , Bristol and Gloucester.
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Can you let me know what Accreditations you have?MDSS carry ISO9001 Quality Management system, ISO14001 Environmental Management, ISO45001 Standard for H&S at work, ISO22301 International standard for business continuity Management, ISO Information Security Management, Safe Contractor Accreditation and Cyber Essentials Plus.
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We are on the 3rd floor of a shared building, can you collect from the 3rd floor?If you have lift access to any floor above the ground floor, then we will be able to collect any number of boxes / files. If not, we will be unable to collect the boxes as part of the Health & Safety Policies and Procedures we have adopted. We have contingencies in place to circumnavigate these issues, and are happy to discuss further, should this be the case.
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What security is in place at your facility?Full CCTV Coverage, Perimeter Fencing, Fob Access Entry System, 24-Hour on-site security, Tracked Vehicles, Individually Locked Units and all our operatives are DBS checked.
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How exposed are we to the Maltings increasing prices?Historically, we have only increased our storage charges twice in the last 20 years, as we strive to continually offer cost effective storage solutions to our customers. In 2024 we have decided to implement very small annual increases ongoing. This taking into consideration cost of inflation and increased costs.
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What is the process of terminating the contract?As per our standard terms, we would require 3 months’ notice to terminate, plus there would be a permanent removal charge of £3.50 per box. This is industry standard and covers the labour intensity of extracting the boxes from storage, readying the boxes for collection and carrying out the back office work of purging the information from our systems, audit checks, etc.
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How will we be invoiced?Currently, our invoices are raised in arrears monthly, with 30 days to pay.
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How do we make a payment?Instructions on how to pay are included in your monthly invoice.
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What are your payment terms?30 days.
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Will we be in contract with yourselves? If so, what is the duration period?All new contracts are 12 months, but we are willing to negotiate longer contracts to help plan future expenditure for your company.
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Can you provide IT destruction? What IT equipment can you destroy?Yes, we provide a complete IT destruction service. Items are as follows: Laptops, PC towers, keyboards, phone, monitors, computer mice and cables etc. We are compliant with WEEE. Waste Electrical and Electronic Equipment.
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Do I receive a certificate of destruction for sacks / documents that are shredded?Yes, all confidential shredding is supported with a certificate of destruction on completion.
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When do you destroy boxes against the indicated destruction dates? Do you dispose of documents automatically or do you notify the client?We do not automatically destroy any boxes. We must have written instruction from our clients to destroy boxes for them, and unfortunately, we do not contact clients automatically.
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Can you shred / Destroy cardboard?We do, it can be included in our confidential paper waste and recycled.
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Can we request for documents to be destroyed by yourself without return to us?Yes, you can. We would need written permission to carry this out and will provide relevant paperwork for the whole audit trail.
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What are your shredding charges?It depends on the quantities for destruction, please contact us for more information.
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Is the shredding / destruction done at our premises?All shredding is done away from the clients premises under secure and confidential conditions.
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How do we arrange for you to visit to empty the bins and how many days do we have to wait?Shredding Bins & Consoles are usually on schedules and collected automatically within the agreement. To arrange a collection outside of your agreement, please contact us, or utilise the portal for an extra collection.
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For the bins to be emptied, do they need to be placed in reception or can they be left where located around the office?They can be left in situ, our staff will remove them and replace with a completely empty bin.
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What size are your storage bins?Our storage bins are 120L capacity.
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Do you provide Console Units?Yes, we can supply secure lockable console units. These are available in either Beech or White. Contact us for more information.
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Do we have to remove staples, clips, cardboard backing sheets or plastic covers etc?No, the shredding machine breaks these up, and the remnants are separated to avoid contamination.
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Are the bins locked? If so, will we have a key to gain access in case something is placed in the bin by error?Yes, they are locked, and you will receive a key for any errors that may occur.