Scan your documents to the cloud. Smartly.

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Our Document Scanning Services

document-scanning

Document Scanning

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SCAN-on-Demand

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BulkScanning

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Rapid Digitisation

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Digital Mailroom

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live fiLE SCANNING

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CONTENT CAPTURE
AND ICR

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DIGITAL WORKFLOW

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Accounts Payable Automation

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Our Process

Leverage the power of your data. Chaffinch Document bridges the gap between physical and digital data to help you achieve your digital transformation goals. Our end-to-end document scanning and digitisation services help you become a dynamic and agile whilst achieving cost-efficiency savings.

document-scanning-process-flow-diagram

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

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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.

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with our dedicated digital team.

Customer Reviews

Yorkshire Wildlife Trust
Yorkshire Wildlife Trust
@YorksWildlife
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We had 30,000 Gift Aid documents scanned. This has reduces the amount of files and paper in the Membership Administration Team, allows speedy and efficient access to Gift Aid declarations, and makes data easy to sort during audits. The Trust would have no hesitation in recommending the service to other organisations.
Recticel Insulation
Recticel Insulation
@RecticelInsulUK
Read More
Chaffinch's scanning services have been crucial in implementing a new digital workflow for our order despatch process. We have used this service for several years to bring together several paper documents from each department into a searchable digital file. This assists our quality control, compliance and customer service processes.
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Frequently asked Questions

Document scanning can be a complex process. Our experience in helping businesses on their digital transformation journey means we are well-placed to ensure you have the solution which meets your needs. Here are some of the questions we are commonly asked by businesses looking for document scanning services.

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 info@chaffinchdocument.co.uk 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.