Paper Document Scanning

Document Scanning

Using only the newest equipment from the foremost hardware providers, such as Kodak, Canon, Bell & Howell, Docs-to-Data provides document scanning services to businesses across the UK & Ireland.

Quality is paramount to us, as we understand the importance of your paperwork, so we implement 4 Quality Control checks throughout the process:

Preparation documents are checked for clarity and condition. Paperclips & staples are removed, documents repaired where necessary.

Scanning our scanning operatives will monitor your documents through the scanning process to ensure clarity, quality and completeness of scans

Indexing during the indexing process, every scanned image is checked for clarity and quality

Post Processing after the work is complete, samples of the scanned documents are checked against the paperwork for clarity, quality and completeness.

From your smallest expense receipts, to your large format drawings, we have the experience and hardware to prepare, capture and index paper or electronic documents. No matter the size of your document scanning requirements, we have a scanning solution for you.

We can scan your hardcopy paperwork to an electronic file format of your choice, i.e. TIF, PDF and JPG. Using Optical Character Recognition (OCR), we can make your documents searchable, so you are able to search the content of a document, as well as by the name.

Application areas include:-

Purchase Invoices – Docs-to Data has the facility to receive Purchase Invoices, either direct from the supplier or from the customer, prepare and scan them and then enter all required data from the document into an ERP loadable file. The images and data can then be stored in the cloud and moved around an authorisation workflow. This solution not only improves the process but adheres to the legislation of keeping PI’s for six years.

Purchase orders – Docs-to-Data has its own web based Purchase Ordering system where PO’s are created and sent around an authorisation workflow to later be linked to the Purchase Invoice and Goods Received Notes. Alternatively we can simply capture PO’s and link them for later searching by the customer. This solution can also be tailored to manage your Expense Claim Forms and other forms based applications

Remittance advice notes - can be scanned and linked to Delivery Notes and Sales invoices

Delivery notes – can be scanned and linked to Remittances and Sales Invoices

Sales Invoicestext files containing your sales invoice data can be imported into our Electronic Document Management software (EDM) and linked to delivery notes and remittances. The web portal can be branded to your specific company design. This then becomes and quick and efficient way of sending copy invoices to Customers

GRN’scan be scanned and linked to Purchase invoices and Purchase Orders

Document linking uses a unique reference on each document, such as an Invoice number, to join several documents together. This service allows you to search for a specific document, with the facility to view all related linked documents at the same time, as Supporting Documents.

Reports/Client fileswhether the requirement is for full colour scanning to PDF, black and white scanning to TIF or a mixture of both, single page or multipage documents, Docs-to-Data can manage your scanning requirements

Technical drawingsTechnical and engineering drawings come in sizes from A4 right up to A0 and can be in varying levels of condition. Docs-to-Data has the experience to repair and prepare large format documents and scan using our specialist large format scanner, supplied by Contex. Many large format drawings are held on 35mm Microfilm and Docs-to-Data also has the equipment to turn these into scanned images, protecting them from natural deterioration.

Personnel records - Docs-to-Data has a system called universal filing which allows documents such as Client Files and Personnel files to be filed electronically, as if they are in a filing cabinet, with a recognized structure of Cabinet, File and Folder, making retrieval simple and intuitive.

Plus many more



Docs to Data

Unit 6
Leons Way
Tollgate Drive
ST16 3HS

Tel: 01785 220846 or 07824 485862