Frequently Asked Questions

Frequently Asked Questions

Frequently Asked Questions – Document Scanning Services

What document sizes can you scan?

Data Solutions Group can scan a wide range of document sizes, including:

  • Standard sizes: A6, A5, A4, A3, A2, A1, A0

  • Non-standard items: Receipts, tickets, expense slips, maps, and plans

  • Large format: Drawings and documents up to 4 metres in length

Can you scan in colour and black & white?

Yes. We scan documents in black & white, greyscale, or full colour, depending on your requirements. Most clients opt for black & white, but we’re happy to mix formats as needed.

What image resolution will be used?

Scans can be completed from 100 to 600 dpi, depending on document type and output requirements. A resolution of 300 dpi is typically recommended for a balance of quality and file size.

How quickly can you scan my documents?

We tailor every project to your deadline. With high-capacity scanning equipment and an experienced team, we can complete urgent projects within short timeframes.

Do you offer a trial of your scanning services?

Yes — we offer a free sample scan using your documents. Contact us to arrange collection and discuss your project.

How much can I pack into an archive box?

For safety reasons, archive boxes should weigh no more than 12 kg and should be filled so that the lid closes flat.

Can you provide archive boxes?

Yes, we supply strong, purpose-built archive boxes. Please contact us for pricing and availability.

Do you collect documents?

Yes — we have our own dedicated vehicles and offer nationwide collection across the UK.

Can you collect from shelves or filing cabinets?

Absolutely. We offer a sorting and packing service, and our team can attend your site to pack documents before transport.

Do I need to remove staples or paper clips before scanning?

No — our preparation team will handle all removal of staples, clips, and bindings prior to scanning.

Where will my documents be stored before scanning?

Documents are booked into our secure facility, which is monitored 24/7 by CCTV and protected by biometric access controls.

In what formats can you provide scanned images?

We can output in a range of formats, including:

  • PDF (most common)

  • TIFF, JPEG, BMP, PNG

  • CAD, TXT, Word, Excel

How will my scanned documents be delivered?

You choose the method. We offer delivery via:

  • USB stick, HDD, CD, or DVD

  • Encrypted options (AES 256-bit) available for sensitive data

What happens to my documents after scanning?

You have options:

  • Secure destruction (certified shredding)

  • Return to your premises

  • Secure storage for an agreed period

Can you digitise microfiche and microfilm?

Yes. We convert all types of microfilm and microfiche to searchable PDF format.

What is the file retrieval process?

Send retrieval requests to: retrievals@datasg.co.uk
Include as much identifying information as possible. If sufficient details are provided, we aim to return the requested files electronically within 2 hours.

Are your scanned files compatible with document management systems?

Yes — our output (especially PDF and OCR-enhanced files) is compatible with most document management systems, including:

  • Microsoft SharePoint

  • IDOX

  • Alchemy

  • And many more

What accreditations do you hold?

  • ISO 9001:2015 (UKAS accredited) for Quality Management

  • PD 0008 (Legal admissibility code of practice)

  • ICO registered for the handling of personal data

Contact Us Today

 If you think Frequently Asked Questions section has helped please get in touch with us.
📞 Call 01625 400250
📩 Or get in touch via our contact form

Our experienced team will be happy to discuss your project and provide a no-obligation quote.