/Scanning Services
Scanning Services2020-12-22T10:41:08+00:00

Scanning Services

DataSpace provides flexible scanning services; converting hard copies, bound books and legacy records into an electronic format, such as PFD, PDFA, JPG and TIFF.

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Our scanning solutions

  • Scanning of varied size documents, from A10 to A0

  • Compliant and Secure Scanning environment

  • Black and white or full colour scanning

  • Scanned images can be saved as PDF, JPEG or TIFF formats

  • Optical Character Recognition (OCR)

  • Scanning of books and bound documentation

  • Scanning of MicroFiché, MicroFilm and Roll Film

  • Scanning of CTG and ECG tracings

Scanning Technology and Equipment

DataSpace have multiple hi-tech scanning suites that are situated within secure buildings and facilities, entirely owned by the company for your peace of mind.

The scanning suites have a variety of scanning equipment and machines from world leading information capture providers including Canon and Kodak high volume scanners, Coloutrac plan scanners and Straude legacy data scanners to mention a few.

All scanners are incorporated within a maintenance schedule and all adjustment feeder trays, scan plates and rollers are cleaned daily.

Scanning operatives

All Scanning Operatives are fully employed permanent members of the DataSpace Team, all of whom have undergone DBS and pre-employment checks.

All employees are provided with induction training as well as annual refresher training.

If required, additional training is available to ensure all members of the team are able to provide a quality service in every aspect of their individual job roles.

Compliance & accreditations

DataSpace’s scanning services are completed with great care, attention and precision, and undergo multiple quality checks. As part of our BS10008:2014 certification, log sheets are completed that detail the scanning equipment utilised, the date of scanning, the scanning operator, and any existing damage to the original paper record upon receipt by our team.

  • ISO 9001
  • ISO 27001
  • BS 10008
  • NHS Data Security & Protection Toolkit

Why DataSpace?

DataSpace’s main objective is to provide high quality affordable services. We do this in many ways, including ensuring our facilities are to the best standard they can be and by taking the time to really understand your businesses archive storage requirements.

  • Save time – DataSpace saves your employees time!  Are your qualified and trained members of staff currently wasting their valuable time filing, scanning or shredding your office documents?  These daily tasks that are consuming your staff’s time can easily be eliminated.  DataSpace is here to help; we have the professional equipment and trained staff to securely store your physical records, scan and host your paperwork online and to confidentially destroy your records that are no longer required to standards that are required by the Data Protection Act 2018.

  • Increase Office Space – DataSpace allows you to reclaim your work space and use it to its full potential.  Maybe this space would enable you to hire another member of staff, explore different income streams or provide a larger variety of products that you can’t at the moment due to limited space.  Alternatively you could down size your office which in turn would lower your expenditure on rent which can be a large expense that isn’t required.

  • Auditability – our archive storage solutions allow you to track all of your items on site and off site 24/7/365 with our advanced barcode tracking system. You can instantly check the status of an item registered within the tracking system and searches for access or retrieval can be performed within seconds.  DataSpace’s unique online web portal FileLive allows users to view scanned copies of files and request physical retrieval of files, Scan on Demand Services, Collections and Secure Destruction.  FileLive also allows management users to view reports and management information to view their off site storage activity from all of their users on their account.  FileLive is ISO 27001 Information Security Management accredited and can be locked to certain IP address(es) so can only be accessed from your office or any specified IP address(es) chosen by you.

  • Our People – Upon your initial enquiry DataSpace will assign you with a designated Account Manager who will work with you to find the best solutions to meet your requirements and will assist you to develop project plans.  Your Account Manager will be in touch regularly to check that all is as it should be with your account and to see if you require any other assistance.  DataSpace representatives are always at hand to help with any questions you might have and if you require us to visit you to advise which of our services suit your needs the best we would be more than happy to do so. For more information please call 0800 028 8956 or email info@data-space.co.uk.

Scanning FAQ’S

  • How much does it cost to scan a document?
    This is a brilliant question but it is open to a very large selection of factors. What do you need scanning?  How does it need to be scanned?  How do you index your records?.  If you can provide a detailed description of your records requiring digitising we will be able to provide an accurate quotation.

  • What are the benefits of using a professional scanning service?
    The two main factors are time and compliance.  Utilising a professional scanning service will save your team hours by outsourcing it.  DataSpace scanning services being certified to BS10008 means your electronic images will be legally admissible in a court of law.

  • Do you offer a scan on demand service?
    DataSpace provides a Scan on Demand service for all types of data including paper documentation, medical records, patient notes, wills, deeds, microfiche, microfilm, aperture cards, plans, maps and drawings.

To find out more please call us today on 0800 028 8956, email info@data-space.co.uk or fill in the form here.

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In submitting this enquiry form you agree to DataSpace processing your data inline with DataSpace’s Privacy Policy.  DataSpace can confirm that we do not share any data submitted on this form with any third parties.

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