Sterling is one of the longest established nationwide providers of Document Scanning Services in the UK. Operating from our secure facilities since 1975, we have the knowledge and expertise to assist you with document scanning / management projects of any size or scope.
We employ the latest scanning technology enabling us to scan, index, process, deliver and host millions of documents and images per month. Working with customers the length and breadth of the UK, we will collect your documents for scanning and offer a boxing up service where required.
After scanning we can help by returning your original documents, securely destroying them or storing them for you in our secure archive facilities. All data is returned to the customer either on FIPS Certified encrypted USB’s, transferred over SFTP or can be hosted within our high security cloud platform, threecrypt.
Our document scanning services range from the one off digitisation of documents through to turnkey management solutions enabling the automation of business processes, regardless of the nature of the requirement we have the skills, knowledge and experience to deliver service to meet your needs in the most efficient manner.
- High Volume Forms Scanning & Data Capture;
- Electronic Mail Room & Return Mail Management;
- Invoice Processing, Data Capture & Workflow;
- Deed & Lease Scanning inc. Plans & Drawings;
- Case File Scanning, Processing & Workflow;
- Financial Agreement Scanning;
- Book, Microfilm, Fiche, X-Ray and unusual item Scanning;
- Data Returned to Customer or Hosted in High Security Cloud;
- Secure Archiving & Shredding Available.
Our document scanning services can handle every document type from business cards and receipts, through A4 & A3 right up to A0+ sized plans and drawings. Scanning can be in Black & white, Greyscale, Automatic Colour Recognition or Full Colour at a range or resolutions. We can also cater for requirements of mixed document types and digitise microfilm & X-Rays.
Document Scanning Services are delivered using an advanced fleet of scanners enabling us to scan most formats in house:
- Fujitsu Full Colour Production Scanners (A8 – A3)
- Canon B&W Production Scanners (A8 – A3)
- Fujitsu Full Colour Flatbed Scanners (A8 – A3)
- Canon Roll Film, Aperture Card & Microfiche Scanners
- Kodak Overhead Book Scanner
- Colortrac Full Colour Large Format Scanners (A3 – A0+)
- Epson Transparency Scanners
The most common output types are PDF and TIFF however we can export to any required image format. Optical Character Recognition (OCR) is available to enable text searching within PDF’s. We’ll work closely with you to ensure that the resulting data is fit for your systems and your requirements.
COLLECTION & CATALOGUING
As part of our document scanning services, we can provide (if required) a team of experienced operatives to visit your site(s) to catalogue and box up your documents prior to transporting to our secure facilities for processing. Our team can work autonomously or assist your employees to lessen the burden of the packing and cataloguing process providing you with a complete and accurate inventory at the end of the process.
Before we can scan documents they must be prepared for scanning. Our team process your paperwork separating documents with patch codes & bar codes (to automate document breaks and index data capture), removing staples, paperclips, folders etc. and repairing damaged documents.
Documents will be indexed according to your needs. From the simplest requirement through to capturing complex financial data from invoices our Indexing Team are quick and accurate. The resulting data can be used to name the image files or supplied in a format suitable for import directly into your systems or our encrypted cloud service threecrypt.
All document scanning services are provided under strict security conditions. All premises are protected by CCTV along with monitored intruder, fire and environmental systems. We transport your documents in our own tracked liveried vehicles and all staff carry Sterling ID Cards. In addition, all employees are security vetted through the Disclosure & Barring Service (DBS) and financial background checks are carried out.
The moment your documents are collected for scanning an audit trail is created. This audit trail is updated at every stage of the process as part of BS 10008 Evidential Weight and Legal Admissibility of Electronic Information. Tracking is via bar code identifiers which are assigned to each file or box.
DOCUMENT CLOUD HOSTING
Our cloud hosting platform, threecrypt, is the perfect platform for your scanned data. Available with a customisable user interface your users will be able to locate and view documents from anywhere with an internet connection. Alternatively, a REST API is available enabling the hosted data to be accessed automatically by your internal IT Systems and Applications.
threecrypt offers the highest cloud security available. This claim is based upon the fact that the customer holds the encryption keys. As a consequence, the administrators of threecrypt can’t access your data in decrypted format, regardless of who requests access.
We have successfully integrated scanned data into all types of EDRM Systems, In House Applications, case Management Systems, Cloud Platforms and business process automation systems.
PRICING & BENEFITS
Every project is priced according to the exact customer requirements. Prices are based on a number of factors such as quantity of images to scan, type and condition of originals, expected document preparation time etc. With prices starting from as little as 1.25 pence per image, in most cases, the benefits of scanning outweigh the cost many times over.
We strive to build lasting relationships with our customers and to provide them with best value. Therefore we will advise you of alternatives such as storage with scan on demand should we feel that the costs of scanning will outweigh the benefits.