Legal Sector Scanning Services
DataSpace provides flexible scanning services for legal firms; converting hard copies, bound books and legacy records into an electronic format, such as PFD, PDFA, JPG and TIFF.
Our legal scanning solutions
Case file scanning and document management
Compliant and Secure Scanning environment
Black and white, Greyscale, Colour on detection or Full Colour Scanning
Scanned images can be saved as PDF, PDG/A, JPEG or TIFF formats
Optical Character Recognition (OCR)
Law Firm Scanning Solutions
To complement our legal records storage service, we offer many organisations in the legal industry digitisation services.
DataSpace has two comprehensive scanning suites, which are equipped with high speed Canon scanners, book (bound material) scanning equipment, Colortrac drawing / plan scanners, legacy fiche and film readers and scanning equipment.
All scanning processes are accredited to British Standards BS10008 Legal Admissibility of Electronic Information. The quality of the electronic images is a true representation of the physical copy.
Scan on Demand for Law Firms
Scan on Demand allows law firms to access scanned images of a record in a secure and compliant online web platform called FileLive. The image viewer within FileLive allows authorised users to redact, annotate and download the record. All while retaining the original electronic version, any new versions are user, time and date stamped in accordance with our BS 10008 Electronic Information Management accreditation.
Scan on Receipt
Many of our legal clients opt for scan on receipt service for mission critical documents, Wills documents and Deed documents providing an additional security to the information stored. Our wide variety of scanning equipment allows for all document types to be digitised without removing any spines or binding.
Scanning Technology and Equipment
DataSpace has 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.
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.
NHS Data Security & Protection Toolkit
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 firstname.lastname@example.org.
To find out more please call us today on 0800 028 8956, email email@example.com or fill in the form here.