High Volume Document Scanning for Sussex Organisations

Managing large quantities of paper can become increasingly difficult as an organisation grows.

Records may be spread across filing cabinets, archive rooms and storage boxes. Different departments may use different filing systems, while older documents can become increasingly difficult to retrieve when they're needed.

Digitisation provides an opportunity to change that.

As an experienced high-volume scanning business in Sussex, Adetiq helps businesses, public sector organisations and other teams convert substantial collections of paperwork into accessible digital information.

Our document scanning services can be tailored around the documents you hold, the volume involved and the way you need the resulting files to be organised.

A Complete Document Digitisation Process

High-volume scanning needs to be carefully planned. Simply scanning everything without considering the final output can leave you with thousands of digital files that are almost as difficult to navigate as the original paperwork.

Adetiq can manage the complete process.

Assessing Your Document Collection

The first stage is understanding what needs to be processed.

This can include looking at approximate volumes, document sizes and formats, condition, indexing requirements and whether any information needs to be captured from the documents.

These requirements help determine the most suitable workflow.

Preparing Records for Processing

Documents may require preparation before scanning.

For large collections, this can be a significant part of the workload and one of the reasons businesses choose to outsource rather than relying on internal employees.

High-Speed Document Scanning

Once prepared, documents can be digitised using professional scanning equipment designed to process large quantities efficiently.

Quality checks can then be incorporated according to the requirements of the project.

Indexing and Digital Organisation

Indexing gives the digital archive structure.

Documents can be organised using agreed references or fields, making it easier to locate individual records after scanning.

Digitising Long-Term Business Archives

Historical records can present a particular challenge.

Some organisations have boxes containing years or decades of documentation. The information may still need to be retained, but keeping the physical archive indefinitely isn't always the most practical approach.

Adetiq's archive scanning services can help bring these older records into a digital environment.

This could form part of:

• A digital transformation project
• An office relocation
• A records management review
• Archive consolidation
• A move towards remote or hybrid working
• A project to reduce physical document storage

The objective isn't simply to scan old paperwork. It's to make the information within those records easier to manage going forward.

From Scanned Documents to Structured Data

Some projects can go a step further.

If your documents contain information that needs to be transferred into another system, Adetiq can combine scanning with data capture services.

For example, documents might contain customer references, application details, dates, form responses or other fields that would otherwise need to be manually entered.

Using OCR and ICR

Technologies including OCR and ICR can be used to identify and extract suitable information from scanned documents.

This can speed up the processing of structured and repetitive information across large document collections.

Manual Capture and Validation

Automation isn't the right answer for every field.

Handwritten information, unusual document layouts or unclear content may need human interpretation. Adetiq can incorporate manual capture and validation into the workflow where required.

Our automated data capture services use this hybrid approach to combine the efficiency of technology with experienced human oversight.

Keep Sensitive Information Onshore

Security is an important consideration for any scanning project, but it becomes particularly significant when thousands of documents are involved.

Large archives may contain employee records, customer information, financial documentation and other sensitive data.

Adetiq's processing operations are UK-based, keeping documents and associated data onshore throughout processing.

We maintain physical and virtual controls to protect information and are ISO27001, ISO9001 and BS10008 certified. Processing is also managed in line with GDPR requirements.

For organisations across Sussex, our Brighton base means you can work with an experienced document processing provider located within the region.

What Types of Records Can Be Scanned?

High-volume scanning can be suitable for many different business documents, including:

• HR and personnel records
• Customer and client files
• Financial records
• Applications
• Forms and questionnaires
• Operational paperwork
• Historic records
• General administrative documents
• Large archive collections

If your archive contains a mixture of document types, that doesn't necessarily present a problem. The collection can be assessed and an appropriate processing workflow established before scanning begins.

One-Off Scanning or an Ongoing Service?

High-volume scanning can support both types of requirements.

One-Off Archive Projects

A one-off project may be appropriate when you have an existing backlog or archive that needs to be cleared.

The scanning workflow can be planned around the size of the collection and your target completion date.

Regular Document Processing

If your organisation continues to receive or generate significant quantities of paper, an ongoing arrangement may be more suitable.

Regular outsourced processing can prevent another backlog from building up while reducing the scanning workload placed on internal employees.

Adetiq's wider business process outsourcing services can also support organisations looking to outsource additional repetitive or resource-intensive processes.

Why Choose Adetiq for High Volume Scanning in Sussex?

Adetiq brings together more than 50 years of experience, professional scanning technology, data capture expertise and secure UK-based processing.

We don't assume every organisation needs the same solution.

The service can be shaped around your:

• Document volumes
• Record types
• Required timescales
• Indexing structure
• Data capture requirements
• Security considerations
• Final output requirements

This means the scanning process is designed around how your organisation needs to use the information once digitisation is complete.

High Volume Scanning Business Sussex FAQs

Can you handle documents containing confidential information?

Yes. Adetiq operates UK-based processing facilities with physical and virtual security controls. We are ISO27001, ISO9001 and BS10008 certified, and processing is managed in line with GDPR requirements.

How will we find documents once they have been scanned?

Files can be indexed according to agreed references or fields. This gives the resulting digital collection a clear structure and can make individual records easier to retrieve.

Can you extract data from our documents at the same time?

Yes. Data capture can be incorporated into a scanning project. OCR, ICR and other processing technologies can be combined with manual capture and validation depending on the information involved.

Do our documents need to be organised before you receive them?

Not necessarily. Document preparation can form part of the scanning process. We can discuss the condition and organisation of your archive when establishing the requirements for the project.

Do you only offer one-off scanning?

No. Adetiq can support both one-off archive projects and ongoing document processing. An ongoing arrangement can be useful for organisations that continue to generate significant quantities of paperwork.

What happens to our physical documents after scanning?

Original records can be returned, stored or securely destroyed according to your requirements. The appropriate process can be agreed before scanning begins.

Discuss Your Sussex Scanning Requirements

A large paper archive doesn't have to remain a permanent part of your organisation.

If you're looking for a high-volume scanning business in Sussex, Adetiq can help you create a structured route from physical records to accessible digital information.

Contact Adetiq to discuss your document volumes, indexing requirements and desired outputs with our UK-based team.
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High Accuracy Data Entry

Alleviate the administrative burden on your staff with our highly experienced in-house UK based data entry team. With 50+ years of experience Adetiq can solve your data capture requirements.​

End-to-End Data Capture

Adetiq can offer the full survey processing solution from creating on-line surveys, paper based surveys, printing, posting and receipt and capture, returning the data you require in the format you want.

Automated Data Extraction

Save time, money and improve data quality when processing high volumes of documents with our range of specialist automation systems. Adetiq use latest technologies to efficiently process your surveys to offer the most accurate and cost effective solutions.​

Why choose us?

ONSHORE
Our Data Processing Service as based in Brighton with all operations carried out in our UK offices, you can rest assured that your documents and data are kept onshore.

SECURE
​With numerous physical and virtual security measures in place, your documents and data are in incredibly safe hands. ISO27001, ISO9001 and BS10008 certified.

Speak to our team

Get in touch and speak to our experts to find out how we can help with your survey processing; we’ll go through your specific requirements and suggest the most effective methods to bring you the best results in the most cost and time efficient manner.​

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