Document Scanning

Before scanning, our experienced team carefully prepares each document. Preparing documents for scanning can be a time intensive process for your team members to take on internally.

Which is why many businesses trust our expert team to prepare all the files and ensure that all records are in optimal condition for the scanner and ready for digitisation. We also apply OCR technology (Optical Character Recognition) to make documents fully searchable, enabling quick and efficient retrieval of information.

Each scanned record is indexed according to your requirements, ensuring that the digital file is organised for easy access. Documents can be indexed and categorised by owner, document type, retention date and other key identifiers.   Our team will work with you to understand the level of indexing you require and can help you create a customised document management system that best suits the needs of your organisation, incorporating our wealth of experience and best practice advice.

After digitising your documents, we offer storage services to help you manage physical files, if this is something your organisation requires. Our expert team can provide you with a no-obligation quote for our bulk document storage service to discuss the best solution for your document management needs.

Apart from our range of document scanning services also offer a range of document file destruction and secure shredding services. Our GDPR compliant solutions ensure complete confidentiality when handling sensitive data. Once your old files have been securely destroyed, you can rely on digital storage for long-term document preservation. We will also be able to provide a certificate of secure destruction for audit purposes.

Traditional paper filing systems tend to take up a significant office space. While this may go unnoticed in the beginning, it can turn into a bigger problem for your organisation in the long run. By digitising your documents, you can reclaim valuable areas of your office space that had been previously used for storage.

Many of our clients have utilised the space that has been freed up to expand their operations, reduce estates cost or modernise working areas.  Digitisation of paper documents can help mitigate extra costs and disruptions associated with relocating to a larger office space

Many of our customers also have off-site storage arrangements, taking a hybrid approach. However, many traditional box and file storage contracts are subject to significant price increases each year making storage a costly solution especially when retention periods may be for long periods of time.

OSS can work with you to review your current records management arrangements and create a business case demonstrating cost savings and efficiency savings by moving to digital record keeping.

We will also consider which records will create the most value through digitisation, those that are highly active, and with long retention periods as well as considering futureproofing records that may deteriorate over time.

Have you found that you and people within your office taking significant amounts of time each day trying to locate and access documents? You are not alone as we have found that a typical office worker can spend about 40 minutes in a day trying to find and collect the documents they need.

Implementing a document management solution supported by our expert (on site and off site) scanning services can drastically reduce this time, enhancing staff productivity.

Proper record management aids in making your business scalable as digital files allow multiple users to easily access the files simultaneously, share and collaborate while working across various locations. For companies that have remote work or hybrid work arrangements, this helps reduce delays and eliminates the need for everyone to rely solely on physical files for daily tasks and operations.

Maintaining physical document storage for your paper documents is costly, especially with regulations requiring records retention for extended periods. This can range from seven years to over fifty years for certain health and construction records. We recognise that these prolonged storage needs can create a considerable strain on your company’s finances.

By digitising your documents, you can significantly reduce or even eliminate expenses related to off-site storage facilities. OSS can work with you to develop tailored solutions that meet your specific needs, ensuring quality assurance and compliance with GDPR.

Protecting data is crucial for business continuity. Physical documents are susceptible to threats such as fire, water damage, theft, and natural wear and tear. Digitising your documents mitigates these risks by creating secure backups that can be easily stored and retrieved.

Our high-quality scanning process includes encryption and secure online systems to safeguard your information against unauthorised access. This proactive approach allows your business to have safeguards against external factors leading to potential data loss and ensures compliance with the official data protection regulations.

Digitised documents enable immediate access to information, allowing your team to address relevant inquiries efficiently and improve customer outcomes.

With searchable PDFs and organised digital files, retrieving necessary data becomes instantaneous, which can lead to improved customer or client satisfaction and loyalty in the long term.

Misfiled or lost documents can disrupt operations and pose significant compliance risks. During the scanning process, previously misplaced files often resurface, as they might have been incorrectly filed or misplaced, OSS undertake a complete audit of all records received providing assurance that your entire inventory can be accounted for and any gaps can be investigated and appropriate action taken to minimise risk.

Once digitised, these documents are systematically organised with advanced indexing, ensuring they are easily retrievable. This comprehensive approach eliminates the frustration of lost paperwork and enhances the overall efficiency of how your organisation functions by opting for expert document scanning service and appropriate record management solutions.

Mailrooms are responsible for the sorting, scanning and distribution of incoming mail to relevant departments and can be a huge cost burden for many large businesses and organisations.

Did you know OSS can receive mail on your behalf, with a dedicated PO box in place. Mail will be received, screened and categorised before scanning and uploading directly to current workflow systems enabling recipients to access incoming mail and correspondence within just a few hours.

By converting records into digital formats upon receipt you can streamline your invoicing processes, improve the way your record your invoices, and facilitate quicker payments. Workflow automation can help save time and money involved in manually handling invoices and entering them into the system, allowing you to focus on more important matters.

Handling large volumes of forms can also be labour-intensive. At OSS, we are committed to providing comprehensive document scanning and imaging solutions tailored to your company’s unique needs.

We specialise in scanning and processing various types of forms, employing advanced OCR technology to extract and index data accurately. This service reduces the need for manual data entry, minimises errors, and can integrates seamlessly with your data management system. Typical forms could include customer applications, change requests or internal forms such as time sheets, expense claims, request forms and HR records.

Most companies use a variety of form types, and the time it takes to get the information from forms onto your system can be critical to the operation of the business. By digitising these forms, you can increase the speed of data entry along with an increased accuracy rate, which improves response times and boosts customer satisfaction.

Some industries and organisations require large format scanning to accommodate for technical drawings and blueprints that need to be scanned. Our large format scanning services accommodate such documents, ensuring high-resolution digital reproductions that maintain the integrity of the originals.

OSS offer both on-premises and off-site scanning for these critical documents.

Manual invoice processing is prone to errors and often take a lot of time. Our invoice digitisation service automates data capture, reducing processing time and improving accuracy.

By converting paper invoices into digital formats, you can streamline your accounting processes, improve the way your record your invoices, and facilitate quicker payments.

The automation of this process can help you save time and money involved in manually handling invoices and entering them into the system, allowing you to focus on more important matters.

Handling large volumes of forms can be labour-intensive. At OSS, we are committed to providing comprehensive document scanning and imaging solutions tailored to your company’s unique needs.

We specialise in scanning and processing various types of forms, employing advanced OCR technology to extract and index data accurately. This service reduces the need for manual data entry, minimises errors, and can integrates seamlessly with your data management system.

The process uses a mixture of recognition technologies. OCR for machine printed text, ICR for hand printed text and OMR for check boxes and signature box verification.

Typical forms would include new customer applications, change requests from current customers or internal forms such as time sheets, expense claims, request forms and HR records.

Most companies use a variety of form types and the time it takes to get the information from forms onto your system can be critical to the operation of the business. By digitising these forms, you can increase the speed of data entry along with an increase accuracy, which can turn can improve response times to customer queries and boost customer satisfaction.