🏗️ How Local Authorities in the UK Are Digitising Planning Files

Managing thousands of paper-based planning and building control files has always been a challenge for UK councils. Limited storage space, slow retrieval, and compliance requirements have pushed many local authorities to move towards digital transformation.

At Data Solutions Group, we help councils and public sector organisations across the UK digitise their planning and building control records, creating secure, searchable digital archives that save time and reduce costs.

📂 Why Local Authorities Are Going Digital

Planning and building control files are often some of the largest and most complex archives in local government. By scanning and digitising these records, councils can:

✅ Improve accessibility – Staff and authorised contractors can instantly retrieve files from anywhere.
✅ Reduce physical storage – Free up valuable office space previously taken up by paper files.
✅ Enhance compliance – Maintain GDPR compliance and ensure records are BS 10008 legally admissible.
✅ Speed up workflows – Faster access means quicker planning approvals and smoother audits.
✅ Protect historical data – Preserve fragile or legacy files, including microfilm and linen drawings.

🏛️ What Types of Planning Files Can Be Scanned?

We work with local authorities to scan and digitise a wide range of records:

Planning applications and approval documents
Building control inspection reports
Compliance certificates
Technical drawings, blueprints, and site maps
Microfilm and historical archives
Correspondence and supporting evidence

All files are indexed for fast retrieval, making it easy for planning teams, legal departments, and external stakeholders to find the information they need.

Learn more about our Building Control and Planning File Scanning

🔍 The Role of OCR in Local Authority Scanning

Our OCR (Optical Character Recognition) technology converts paper files into fully searchable digital documents. This means planning officers can search by applicant name, address, or application number in seconds, eliminating the time-consuming process of manually sifting through files.

🔒 Compliance and Security

For local authorities, compliance is critical. We ensure that every scanned document is handled with the highest security standards:

✅ ISO 9001:2015 – Quality management
✅ ISO 27001 – Information security
✅ BS 10008 – Legal admissibility of scanned files
✅ GDPR-compliant document handling
✅ Full audit trails and secure chain of custody

View our compliance and certifications

🚛 Secure Collection Across the UK

Our secure, tracked vehicles collect files directly from your council offices or off-site storage facilities. We cover local authorities nationwide, including Manchester, Birmingham, Solihull, Liverpool, and London borough councils, ensuring a smooth, efficient transition to digital.

Discover how our document collection process works

🎯 Real Benefits for Planning Departments

By digitising planning and building control records, UK councils have:

Reduced file retrieval times from days to seconds
Saved thousands of pounds in off-site storage costs
Improved compliance during audits and inspections
Enabled remote working for planning officers and surveyors

🎁 Free Sample Scanning for Councils

Want to see the quality of our service before committing? We offer free sample scanning to local authorities so you can trial our process with your own planning files—completely risk-free.

📞 Speak to Our Public Sector Team

Ready to digitise your planning and building control files?

📞 Call us on 01625 400250
📩 Or request a free consultation online

We help local authorities across the UK transform their archives into secure, efficient digital systems.

Data Solutions Group – Secure. Compliant. Trusted by Organisations Across the UK.