Scan your documents to the cloud. Smartly.
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Our Document Scanning Services
Our Process
OPTIONS
Validation.
• Acceptance
• Methodology
• Service Levels
REVIEW
Marginal Gains.
• Periodic review meetings
• Monitoring & analysis
• Continual Improvement
DESIGN
Outline the Solution.
• Framework
• Platforms
• Processes
TESTING
Build in Resilience.
• Pre-implementation testing
• Roll-out strategy
• Client Sign-offs
TRAIN
Build the Knowledge.
• Train the trainer
• How to guides
SCOPE
Understand the Challenge.
• Rough Order of Magnitude
• Business Need
IMPLEMENTATION
Go Live.
• Key stakeholder engagement
• Full implementation
DISCOVER
Measure the Opportunity.
• Objectives & Goals
• Processes
• Roles & Reponsibilities
Features and benefits
Remote Possibilities
Facilitate remote working by providing access to key documents quickly. The transition to flexible working arrangements requires new processes to protect data and improve productivity.
Reduce Risk
Digitisation reduces the risk of data breaches from handling physical files. We work with organisations to reduce the movement of original documents to mitigate the risk of a dispersed workforce misplacing data.
Increase Productivity
Collaborate and manage important files across teams working from anywhere. The modern workforce requires swift access to critical data, regardless from where colleagues are based. Get the documents you need, faster.
Cost Savings
Reduces office costs by centralising documents off-site or in the cloud to reduce on-site storage needs. We support businesses in reducing the burden on staff, and achieving more efficient use of workspace.
Flexible Support
Our team is dedicated to delivering services which add value to your business. A proven process and attention to detail ensures that our scanning services are tailored to the needs of your business.
Uncompromising Quality
Over 20 years’ experience and a rigorous quality control process deliver high quality digitisation services. Chaffinch is the partner of choice for organisations seeking to accelerate the transition to a paperless office.
Arrange a demo
with our dedicated digital team.
Customer Reviews
Frequently asked Questions
Collections
Chaffinch offers a nationwide collection service and can collect documents for scanning from anywhere in the UK. Our West Midlands scanning office offers excellent connectivity across the UK.
Chaffinch is accredited to ISO27001, which is dedicated to the security of your data. Our drivers are all directly employed, training in data handling and carry photo ID. Our vehicles are GPS-tracked at all times, offering you a full audit trail for the handling of your data.
Our Customer Support team can arrange the collection of data for scanning from anywhere in the UK. Please contact [email protected] for more information.
Yes. Chaffinch supplies enterprise-grade archive storage boxes which offer a secure and robust way to transport your documents for scanning.
Yes. Our team are happy to arrange an appointment for you to deliver your files for scanning to our offices. Please contact our Customer Support team to make an appointment.
Document Scanning
Chaffinch Document can scan most formats of information, with the most common sizes being A4 and A3. However, we have access to a range of equipment to scan larger sizes such as A0 drawings. We scan everything from A4 legal files to complex large-format engineering drawings.
Our scanning service includes our team preparing and processing your documents for scanning. We can de-staple and arrange your files so they are in the optimal condition for scanning.
Usually we digitise documents into PDF, JPG or TIFF formats. We render your documents so that they are OCR searchable.
During our onboarding process, you choose what happens to your documents once they have been digitised. Usually, customer choose one of three options:
– Store them pending further instruction
– Secure destroy them
– Rebuild and return the physical documents
We can run a test scan for your approval prior to commencing your scanning project. Please contact our Sales team for more information.
Delivery
We offer a range of delivery options for your scanning documents. Usually, we securely send these via FTP, either to a nominated contact or into your document management platforms. We also provide cloud-hosted document management platforms which host your scanned documents in the cloud. Alternatively, some customers have requested encrypted USB sticks or CDs.
As part of our Quality Control process, we retain your physical documents free of charge for 30 days once scanning has been completed. After this time, we can either continue to store documents in our document storage facility pending your further instruction, destroy them or return them to you. If you require the physical documents to be held for longer post-scanning, our Sales team can help accommodate this request.
Usually, we retain a backup of your digital file for 90 days post-scanning before deleting it in accordance with our Data Protection policy. We also offer several services options whereby we can backup your files on our secure cloud-hosted servers for longer or our document management platform, infoRouter, offers an excellent way to manage digital information.
Pricing
Our scanning service charges are based on the volume of scanning, type of document and the preparation involved. We build a bespoke proposal in accordance with your requirements to ensure that our service meets your needs.
Yes. Chaffinch can assess your needs and offer you a fixed price for scanning your documents prior to commencing the project. Usually, this would be accompanied by a test scan to ensure that both parties are happy with the specification.
We maintain a relentless focus on value for money and return on investment. Digital transformation projects can often be open-ended, demand large budgets and vary in specification. We consult on your business needs and propose the most cost effective solution. This may be a hybrid solution of scanning, physical document storage and scan on demand where the outlay on wholesale document scanning cannot be justified.
Quality and Compliance
All documents we scan are processed in full compliance with British Standard Institute BIP0008 for the ‘evidential weight and legal admissibility of information stored electronically’, meaning you don’t necessarily need to keep the paper copy. You can choose to either store the original copy with us, destroy it or return it.
Chaffinch has over 20 years’ experience in digitizing documents. We are also independently accredited to ISO9001 and ISO27001, giving you the peace of mind that your data is in good hands. We operate a rigorous quality control process on all our scanned documents, and our staff are trained to handle confidential and sensitive data. In addition, we also put in place Non-Disclosure Agreements with all customers to provide legal comfort that your data is treated in confidence.
Yes. We are happy for you to visit our Midlands scanning office to see for yourself how our process works. If you would like to arrange a visit, our Sales team can arrange this.
Yes. Chaffinch Document is audited and operates to industry standards. We maintain ISO9001 and ISO27001 certification. For more information, please visit our accreditations page.