Common Terms & Useful Information

Glossary of Document Scanning Terms

📘 Document Scanning Glossary: What You Need to Know

Understanding common document scanning terminology can help you make a confident, informed decision when choosing the right service provider. Below, we've explained the key terms you’ll frequently encounter — so you know exactly what to expect at every stage of your digitisation journey.

📄 Bureau

A scanning bureau is a dedicated, secure facility where your documents are professionally digitised.
👉 This is where production-scale scanning happens, using high-speed, high-accuracy equipment operated by trained staff.

🏢 In-House

Refers to scanning carried out internally by the client’s own staff and equipment.
While this offers control, it often lacks the speed, compliance, and scalability of professional bureau services.

🖨️ Scanning

The core process of converting paper or microfilm into digital files.
This includes scanning:

  • Standard A4 sheets

  • Large-format drawings

  • Fragile, aged materials

In short, if it’s on paper — it can be scanned.

📎 PDF (Portable Document Format)

The industry’s preferred output format for scanned documents.
Why PDF? Because it’s:

  • 🧱 Future-proof

  • 🌍 Universally supported

  • 🔍 Easily viewable and searchable

  • 🆓 Compatible with free Adobe Reader

As a result, PDFs provide maximum accessibility and long-term reliability.

🔍 OCR (Optical Character Recognition)

OCR converts scanned images into searchable text, allowing you to find keywords like names, invoice numbers, or dates — instantly.
➡️ This dramatically reduces manual data entry and speeds up retrieval.

🧾 Key Indexing

This is the manual extraction of essential information — such as:

  • File names

  • Reference numbers

  • Dates or identifiers

These fields are used to label or categorise files for fast and accurate searchability.

💽 Media

Digital files are returned using secure formats such as:

  • 🔘 CD/DVD

  • 🔐 Password-protected USBs

  • 🌐 FTP (File Transfer Protocol): Enables secure upload to your own server

So, no matter your setup, we offer media that fits your IT infrastructure.

🧷 Metadata

Metadata improves document searchability by including:

  • ✔️ Renamed file titles (e.g., client name, ref number)

  • ✔️ Optional CSV files showing file details in spreadsheet form

This data enhances document control without extra software.

📃 Page

A page refers to a single sheet of paper.
📝 Note: A double-sided page counts as two images for scanning and pricing purposes.

🖼️ Image

An image is each side of a scanned page.
Therefore, 100 double-sided sheets = 200 images.

📁 Document

A complete electronic file, which can include one or many pages.
For instance, a 10-page PDF = 1 document with 10 images.

⏱️ Turnaround

This refers to how quickly your documents are scanned and returned.
Depending on project size and urgency, DSG offers flexible turnaround times to meet your needs.

🗄️ Archive

A collection of older, legacy paper records that haven’t yet been digitised.
Often stored off-site, these files can take up valuable space and are harder to retrieve — making them ideal candidates for scanning.

🔁 Ongoing Scanning

Unlike archives, ongoing scanning involves regularly digitising new documents created during day-to-day operations.
It keeps your records current and your office paper-free.

🔎 Retrieval

A time-saving feature that allows you to request urgent files before the scanning project is complete.
Perfect when you need fast access to key documents mid-process.

🎞️ Microfilm

An older archival format that includes:

  • 📇 Aperture cards

  • 📁 Microfiche

  • 🌀 16mm/35mm roll film

Though access is limited, DSG can digitise these formats where needed — helping preserve historical records.

🔒 Proprietary Software

Software created by a specific vendor that may restrict access to your scanned files unless you maintain a licence or subscription.
Unlike these systems, DSG delivers fully open, accessible PDF files.

🖥️ Server

The secure IT system where your scanned files are stored and accessed.
Whether hosted on-site or via the cloud, DSG ensures full integration with your existing infrastructure.

📅 Retention

This is the legally required timeframe for keeping certain documents.
➡️ Retention periods vary based on industry regulations and data type.

🏆 ISO 9001 / PD0008 Explained

  • ISO 9001:2015: A global standard for quality management systems

  • PD0008:1999: UK guidance on the legal admissibility of scanned records in court

DSG complies fully with both — so your documents are legally valid and professionally managed.

✅ All DSG scanned images are admissible under the Civil Evidence Acts 1995 & 1998, and recognised by HMRC and UK regulators.

📞 Ready to Start Your Scanning Project?

Our expert team is here to help you transform paper records into secure, searchable digital assets.

📞 Call 01625 400250
📩 Or get in touch via our contact form for a no-obligation consultation

Because the right information — delivered the right way — makes all the difference.