DOCUMENT SCANNING SERVICES
Companies that still use physical paperwork often find paper storage to be problematic and inconvenient. Whether you archive your data on or off site, problems are inevitable: paperwork often takes up a considerable amount of space, locating and retrieving the specific documents you need can be challenging, and paying for storage space to keep your documents in can become very costly.
Our Bureau Scanning Service aims to alleviate these inconveniences for businesses like yours, transforming your data into a readily available, searchable, and secure database. We provide onsite scanning for businesses with strict data privacy or compliance obligations, meaning your documents never leave the premises. Alternatively, we can collect your documents and scan them at our own facility, leaving you with the option to receive your physical copies back after they have been digitised or to have them securely shredded.
To learn more about how SOS Systems’ Bureau Scanning Service can benefit your company’s productivity, all whilst saving you money, get in touch today with our dedicated team of specialists for an informal conversation about your needs.
Bureau Scanning Services from SOS Systems
Bureau Scanning Services from SOS Systems
For companies that are still archiving data, on or off site, paper and storage can be a problem. It is often costly, whether it is taking up precious floor space, or kept in off site storage. Also, the location and retrieval of manual files is often time-consuming and can be frustrating if the right document cannot be found easily. Our office scanning services could be the answer you are searching for.
SOS Systems offer a Bureau Scanning Service, aimed at helping our clients to make this information more readily available, searchable and secure. For businesses with strict data privacy or compliance obligations, we can provide onsite scanning, so the original documents need never leave the premises. Alternatively, we can collect documents for scanning, with the option to shred or return after digitisation. Our aim to support your business’s digital transformation journey.
We understand the importance of data privacy and confidentiality; that’s why your data remains encrypted throughout every stage of the process. Our expert team uses high quality Canon scanning equipment to ensure even the smallest documents are scanned accurately EG. receipts, payslips etc. Once captured, all of the files are then searchable using our powerful OCR engine. This process and attention to detail are in place to give you peace of mind that your information is being handled with the utmost care.
87%
87%
of companies believe digital transformation is a competitive opportunity.
Our Service Offering
Our Service Offering
Paper storage can be costly and inefficient, taking up valuable space and making document retrieval frustrating. SOS Systems offers Bureau Scanning Services to make your documents more readily available, searchable, and secure. For businesses with strict data privacy or compliance obligations, we can provide onsite scanning services. Alternatively, we can collect documents for scanning, with the option to shred or return after digitisation. Whichever option works for you, SOS strives to support facilitate your business’ digital transformation journey every step of the way.
Benefits of Our Document Scanning Services
Benefits of Our Document Scanning Services
Accessibility of Documents
Documents that are efficiently filed away in a digital format are quick and easy to search for and locate, especially compared to physically searching through an excess of documents and paperwork. This accessibility makes document scanning a more time-efficient method of document storage, enhancing the productivity of your team in the process.
Cost Savings
Paperwork can be expensive to store and protect. By scanning these documents and turning them into digital versions, there is no longer a need for physical storage space for these items meaning office costs, office space, and materials will be at a lower cost to your company and your environment will be far less cluttered in the process.
Enhanced Security
Whereas physical documents are susceptible to being damaged, lost, destroyed, or stolen, scanned documents are in a digital form and can therefore benefit from features such as encryption and access controls, keeping your sensitive information safe and sound on your computer.
Our flexible service can be configured to suit your specific data storage needs:
- Scan to SharePoint
- Scan to encrypted NAS or Hard Drives
- Scan to Cloud Document Management Software for digital workflow or retrieval
- Scan to FTP Site
There are also a range of choices in terms of the format, file types and resolution you would like the information presented in.
Once scanned, we can offer a collect and remove shredding service and provide the certification the information has been destroyed safely and securely.
We are IS0 9001 accredited to ensure quality management throughout the process.
What is Document Scanning?
What is Document Scanning?
In short, our document scanning service converts your cumbersome paper documents into a convenient, space-saving electronic archive. From start to finish, the process involves just four easy steps:
Collection
On a day and time of your choosing, our friendly team will visit your site to collect your documents. We will then transport these documents straight to our secure depot to prepare them for scanning.
Preparation and Scanning
We will start by removing any staples and paperclips from your documents to prepare them for scanning. We will then organise the documents and subsequently proceed with scanning them through our high-speed scanning machines.
Delivery
Once the documents have been scanned, we will return your digitised copies to you in your preferred format: a password-protected disk, a password-protected hard drive, or a secure, password-protected online hosting platform, enabling you to access your data anytime, anywhere.
Archival or Destruction
After scanning your documents, we can return your original paper copies to you, store them in our secure archive, or safely destroy them and issue you a certificate of destruction. The choice is completely yours.
How SOS Systems works – and works for your business
Whatever your industry sector, whatever your size and wherever you are located, our expertise lies in understanding, supplying and maintaining the latest print management and document management technologies. We work closely with our customers to help support their digital transformation initiatives; delivering improvements in productivity, efficiency and sustainability.
Identification
We take the time to meet you and your team. We get to see your challenges, your demands and where you want to take your business.
Installation
Once we understand your needs, we can recommend and install a bespoke system precisely designed around your business and your budget.
Maintenance
We are with you as a partner. We will continually monitor and scrutinise, suggest and improve every service and every product we supply you.
Proactivity
Our advanced remote diagnostic service gives us the insight and information to react to issues before they occur, thus reducing downtime.
Benefits of Document Scanning
Benefits of Document Scanning
Accessibility of Documents
Documents that are efficiently filed away in a digital format are quick and easy to search for and locate, especially compared to physically searching through an excess of documents and paperwork. This accessibility makes document scanning a more time efficient method of document storage, enhancing your team’s productivity.
Cost Savings
Paperwork can be expensive to store and protect. By digitising your documents, you eliminate the need for physical storage space for your documents, enabling you to save on your office space, save money, and reduce the amount of paper and stationery you use, therefore make your business eco-friendlier and more sustainable.
Enhanced Security
Physical documents are susceptible to being damaged, lost, destroyed, or stolen, whereas scanned documents are in a digital form and can therefore benefit from features such as encryption and access controls, keeping your sensitive information safe and sound on your computer.
Sustainability
For eco-conscious businesses looking for a ways to improve their sustainability, digital document storage is a fantastic eco-friendly change from physical document storage. Digitisation reduces paper use, cutting down on deforestation and paper waste. It also requires fewer office resources such as ink and filing supplies and minimises the energy consumption and carbon emissions associated with document printing.
Talk to one of our consultants now to discover how digital transformation can benefit your business.
Who is Document Scanning For?
Who is Document Scanning For?
Document scanning is an excellent time and money saving solution for any business that still keeps physical documents and paperwork but finds their data difficult to locate and retrieve, expensive to store and protect, or both. Businesses both large and small can benefit from digitising their documentation.
Document scanning is an especially great choice for businesses in highly regulated or sensitive industries such as law, finance, and education. Whilst physical documents are vulnerable to being destroyed, misplaced, or stolen, and can be difficult to search through to find what you’re looking for, digital documents can be kept safe and sound behind password protection and are extremely quick and easy to search, making document retrieval a breeze. We also offer onsite scanning for businesses with strict data privacy or compliance obligations, meaning your documents never need to leave the premises.
If you are interested in our document scanning services, reach out to our experts today to learn more about how document scanning can revolutionise your business.
Security
Security
SOS recognises that security is a key concern for businesses looking to outsource the scanning of documents containing sensitive information. To combat, we utilise data encryption through every stage of the process to ensure documents are always safe. In the event documents were intercepted during the scanning process, encryption will ensure they remain secure and unreadable without the proper decryption key. This process and attention to detail are in place to give you peace of mind that your information is being handled with the utmost care.
Our Accreditations
Our Accreditations
We are IS0 9001 accredited to ensure quality management throughout the process.
Industries We Work With
Industries We Work With
We work with all sectors. Our largest client base falls within; Legal, Education, Insurance, Construction and Automotive.
‘The hardware and software they are selling you could get anywhere, but the reason to use SOS Systems is the knowledge and level of support that we really get value from.’
James Chandler, Customer
Why Choose SOS Systems?
Why Choose SOS Systems?
Offering reliable and secure solutions and services that boost your company’s productivity is at the heart of what we do. We aim to transform and streamline your company processes, saving you time and enabling you to concentrate on what you do best. Our friendly and committed team are eager to work with you to revolutionise the way your workplace functions.
Our innovative, expert team have over 40 years of experience in the software business and have worked with a huge range of businesses to help them to thrive. When you choose SOS Systems, you can rely on us to integrate solid functionality into your business and keep you up to date with the latest technology, ensuring your company is always operating at its peak performance.
Interested in our document scanning services? Get in touch today with our dedicated team of specialists to arrange an informal conversation about your needs.
Creating, establishing and growing good relationships with our clients is everything to us. We get to understand and appreciate your business so we can tailor exactly the right solution. That way we work with you, not just for you.
Frequently Asked Questions
Frequently Asked Questions
Is SOS Systems a sustainable business?
As a business, we are committed to minimising our impact on the environmental and promoting sustainable initiatives wherever possible. We are constantly seeking opportunities to minimise or offset our impact on the environment. We also provide advice and guidance to our customer in support of their own green initiatives.
How long will it take to scan my documents?
The time it takes to scan your documents will depend on their volume and complexity. Smaller batches can be completed in just a few days, whereas more extensive collections of paperwork could take several weeks to finish scanning.
What happens to my physical documents after they have been scanned?
Once the documents have been scanned, we will return your digitised copies to you in your preferred format: a password-protected disk, a hard drive, or a secure online hosting platform, enabling you to access your data anytime, anywhere.
Can your software be tailored to my specific business?
We take the time to understand the needs of your team and the goals you’ve set as a business, and we work hard to meet them with a bespoke system that comes in on budget.
Will you be on hand to provide software support?
We’re always here to help if any issues come up. After your scanning service is complete, we will work with you to continually improve your experience of our product.
Can I see a demonstration before I make my decision?
We’re more than happy to demonstrate our software to give you a better idea of how it all works. Please don’t hesitate to get in touch with any questions about our document scanning services.
Do you work with both big and small businesses?
The beauty of offering a bespoke approach to our document scanning services is that it’s suitable for businesses of any size, from small enterprises to large corporations, companies with multiple branches, and groups of businesses.
Where are you based?
Our head office is in Crawley, West Sussex, and we have offices in London and Southampton, too. SOS Systems is proud to be able to work with businesses all over the UK.
