DOCUMENT

Relax. All of your document scanning needs are taken care of. Scan on demand, confidential document scanning from Maltings Datascan.

Because scanned documents can be stored digitally in a variety of formats, we can advise on the best solutions for data capture and storage. All of our clients are unique and have different requirements and budgets, so we tailor our service to be as flexible as possible to cater for specific needs. Our service is driven by you, we listen to your requirements and we find the right solution.

The benefits of document scanning

- Save time
- Re-utilise or save space in the office
- Reduce office overheads
- Save money on printing and postage
- Protect important documents from disaster
- Improve customer service levels
- Security of electronic backup
- Improved availability of documents

Ensure safe storage of documents such as

- Credit Notes
- Customer Correspondence
- Delivery Notes
- HR Files
- Medical Records

Confidentiality

Providing our customers with peace of mind is a priority for us, and therefore Maltings DataScan has put policies and procedures in place to ensure that your documents have complete security and confidentiality.

We treat all documents in our possession with the strictest confidence. However, should a client require us to sign a confidentiality agreement, we are happy to do so.



Paper Guide

You're unlikely to know exactly how much paper you have but here is a rough guide.


Average pages per:

  • Ring Binder: 100 pages
  • Lever arch file: 300 pages
  • Small archive box (330x265x385mm): 1,800 pages
  • Large archive box (380x287x430mm): 2,500 pages
  • 4 drawer filing cabinet: 11,000 pages

Once you have an idea of the amount of paper you have, you can calculate an approximate figure based on our competitive "all in" cost.


Collection of documents

We can arrange for collection of documents from local clients. A collection note is issued upon collection with a unique reference number.

Preparation of documents

Staples, paper clips, sticky notes and binders etc are removed and creases are straightened out to ensure that the documentation can be fed through the scanners.

Scanning of your files

The prepared documents are then scanned by our scanning operatives. Our top of the range scanning equipment use a range of intelligent settings which ensures that no document is missed during the scanning process.

Indexing of files

Once scanned, the electronic versions of your files are indexed with your required data, whether it is a client surname or reference number. Indexing is an important area of the procedure and we work closely with our clients to establish the most effective way to index their documents for ease of future reference.

Quality checks

All electronic files are put through a series of checks to ensure that any errors are corrected before the files are stored on to Disc.

Files are stored to Disc

Once everything is checked and approved, the scanned files and folders are stored to CD-ROM or DVD.

Delivery of your electronic files

Once completed we will arrange for your completed CD-ROM or DVD to be returned by secure post or hand delivered by one of our team if you prefer.

Scan on demand

A flexible service that allows clients to store their documents off-site and frequently accessed documents can be scanned and returned digitally. Rarely accessed documents are not scanned until requested.

Retrieval service

After collection, your paperwork is stored in our secure onsite storage warehouse whilst the documentation awaits the preparation and scanning process. Should you require a file urgently before the scanning process is complete we can locate, scan and email the file to you immediately or arrange the return of the physical file next day.