When Does Outsourcing Your Scanning Make Sense?

For many organisations, paper records don't disappear simply because day-to-day processes have become more digital.

Years of customer files, financial paperwork, HR records, completed forms and operational documents can remain stored in filing cabinets, archive rooms or off-site storage. Eventually, maintaining those records physically can become costly and inconvenient.

Digitising them internally may seem straightforward, but the scale of the project can quickly become apparent. Staff need to prepare documents, operate scanning equipment, check outputs, organise files and ensure sensitive information remains protected.

Adetiq's high-volume scanning outsourcing Sussex services allow organisations to transfer that workload to an experienced document processing team.

We can take responsibility for the practical work involved in turning large collections of paper records into organised digital information, freeing your employees to concentrate on their core responsibilities.

Building a Scanning Process Around Your Records

There is no single correct way to approach a large digitisation project.

A collection of neatly organised A4 files requires a different workflow from decades of archived records in mixed formats. Likewise, an organisation that simply needs searchable digital copies will have different requirements from one that wants information extracted and imported into another system.

Adetiq therefore offers a bespoke service rather than relying on a fixed, off-the-shelf scanning process.

Before work begins, requirements can be agreed around factors such as document volumes, file types, indexing, data extraction, required outputs and what should happen to the physical records afterwards.

Documents can then be securely received or collected, prepared for processing and digitised using professional scanning equipment.

Making Digital Records Easier to Find

One of the biggest benefits of digitisation is the ability to retrieve information without manually searching through physical files.

However, that depends on the digital archive being organised correctly.

Adetiq can index scanned documents according to predefined requirements so that records are structured in a way that suits how your organisation works. Instead of receiving a large collection of unorganised image files, you can create a digital archive designed for efficient retrieval.

For organisations specifically dealing with historical or long-term records, our archive scanning services can help convert established paper archives into accessible digital collections.

Moving records into a structured digital environment can also support flexible working, reduce dependence on physical storage and make information more readily available to authorised employees.

Extracting Data During the Scanning Process

High-volume digitisation can also provide an opportunity to capture useful information from your documents.

Adetiq provides automated data capture alongside document scanning, allowing predefined information to be extracted during processing where required.

Suitable fields can be processed using automation technology, while handwritten, unclear or more complex information can be passed to experienced UK-based operators for manual capture or validation.

This hybrid approach is particularly useful when an organisation wants to do more than simply preserve its paper records digitally.

Captured information can be returned in a predefined format designed to fit with your own systems, potentially reducing the need for additional manual data entry after the scanning project is complete.

Keeping Your Documents Onshore

Large archives can contain considerable quantities of sensitive information, making security an essential consideration when choosing an outsourcing provider.

Adetiq carries out its operations within the UK, meaning documents and data remain onshore throughout processing.

Our facilities use physical and virtual security measures to protect client information. Adetiq is ISO27001, ISO9001 and BS10008 certified, supporting information security, quality management and the integrity of electronic records.

Processing is also managed in line with GDPR requirements.

For Sussex organisations, Adetiq's Brighton base provides access to an experienced data processing provider located within the region while retaining the capacity required for substantial digitisation projects.

From One-Off Archives to Ongoing Scanning

Not every high-volume scanning requirement looks the same.

Some organisations approach Adetiq with a defined archive that needs to be digitised once. This may form part of an office relocation, records management project or wider move away from paper.

Others continue to generate physical paperwork and require an ongoing processing solution.

Our broader document scanning services can be tailored around different operational requirements, allowing the scanning workflow to reflect the frequency and volume of documents your organisation produces.

This flexibility means outsourcing can become part of a longer-term information management strategy rather than simply a solution to an existing backlog.

What Happens to Paper Records After Digitisation?

Once scanning, indexing and any required data capture have been completed, the original documents can be handled according to your organisation's requirements.

Depending on your retention obligations and internal policies, records may need to be returned or retained. Where physical copies are no longer required, secure destruction can also be arranged.

Agreeing this process in advance creates a clear journey for documents from initial collection through to digital delivery and final handling.

FAQs

What is high volume scanning outsourcing?

High volume scanning outsourcing involves transferring a large document digitisation project to a specialist external provider. The provider can manage document preparation, scanning, indexing, quality control and other processing instead of requiring your internal team to complete the work.

What types of documents can Adetiq process?

Projects can involve a broad range of business documents, including archived records, personnel files, financial paperwork, customer documents, completed forms and operational records. Specific requirements can be assessed before processing begins.

Can my scanned documents be searchable?

Yes. Documents can be indexed according to agreed criteria so that the resulting digital collection is organised and easier to search and retrieve.

Does Adetiq provide data capture as well?

Yes. Adetiq provides data capture alongside document scanning. Automation can be used for suitable information, with manual capture or validation available for fields that require human intervention.

Will my documents leave the UK?

Adetiq's processing operations are based in the UK, so documents and data remain onshore during processing.

What happens if we still need the original documents?

Original records do not have to be destroyed. Arrangements can be made for secure return, storage or destruction depending on your organisation's requirements and retention policies.

Move Your Paper Archive Forward

If large quantities of paperwork are consuming storage space, taking too long to search or creating an administrative burden, outsourcing the digitisation process can provide a more efficient way forward.

Speak to Adetiq about high-volume scanning outsourcing Sussex, and we'll assess your document volumes, formats, security requirements and desired outputs. From initial collection to final digital delivery, our UK-based team can provide a scanning process built around your organisation.

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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