🛠️ Our Document Scanning Process

At Data Solutions Group, we follow a secure and quality-assured process to ensure your documents are digitised accurately, efficiently, and compliantly.

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1. 🗂️ Document Preparation

We begin by preparing your files for optimal scanning:

• 🔹 Removing staples, clips, and bindings

• 🔹 Flattening folded pages and repairing tears

• 🔹 Sorting large-format drawings for specialist handling

This step ensures all pages are cleanly scanned without damage or omissions.

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2. 📷 High-Resolution Scanning

We use professional-grade scanners with auto colour detection to capture every detail:

• ✒️ Fine text and printed material

• 🖼️ Photographs and illustrations

• 🖍️ Colour annotations, highlights, and markings

All scanning is completed to industry-standard resolutions for clarity and consistency.

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3. 🔍 Indexing & OCR (Optical Character Recognition)

Scanned files are indexed using your preferred key data fields, such as:

• 🧾 Client names

• 📌 Invoice numbers

• 📁 File references

Our advanced OCR software converts your scans into fully searchable PDFs, enabling keyword searches across:

• A single file

• Multiple document groups

• Your entire digital archive

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4. ✅ Quality Control

Our team performs rigorous quality checks in line with ISO 9001:2015 standards:

• 📄 Ensuring sharp, legible digital images

• 📑 Verifying full document capture

• 🔎 Checking search functionality and indexing accuracy

This ensures every document is both accessible and complete.

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5. 🔐 Secure File Delivery

We return your digital documents via:

• 💾 Encrypted USB drives or external hard disks

• 🔒 Password-protected files

• 🚚 Hand-delivered media for total peace of mind

Delivery options are tailored to your security and IT requirements.

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6. ♻️ Certified Document Destruction

After scanning, your physical records are:

• 🗃️ Securely stored for a pre-agreed period

• 📝 Shredded only after written approval

• 🧹 Destroyed using cross-cut shredding

• 🌍 Recycled in accordance with European security standards

You’ll receive a Certificate of Destruction for full audit traceability.

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⚖️ Legal Compliance & Quality Assurance

• ✅ Fully compliant with PD0008/10 for legal admissibility

• 🔍 All processes regularly audited and reviewed

• 🏷️ Secure, accurate, and long-term record retention

Our robust framework ensures your digital archive is legally valid and future-proof.

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🎁 Get a Free Sample Scan

Curious how we can transform your paper files into efficient digital assets?

📦 Let us scan a free sample from your own archive — so you can see the quality and usability before you commit.

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📞 Contact Us Today

Speak to one of our scanning consultants for a free quote or to request your sample scan, Contact us now . Let us help you modernise your records, reduce storage costs, and improve access to your business-critical information.