Scanning Solutions
Enable greater agility throughout your business by digitising your paper-based files with Apogee. Save time for your employees and maximise resource use for your business when you use our Document Scanning Services.
What are Scanning Solutions?
Whether you have a one-off requirement or an ongoing project, we have a wide range of efficient Scanning Solutions that will meet your demands. All your paper documents – from a till receipt, to a full-colour drawing - are scanned accurately in our own in-house facilities, to ensure data protection.
When it comes to Scanning Solutions, there are several techniques that use high-capacity scanning machines to digitise documents - each with distinct features. These include:
Drawing Scanning
Even the oldest worn-out drawing can provide remarkable scanned images, with full colour, large-format scanning machines capturing every detail – from highlighted mark-ups, to complicated colour-coded schematics.
Microfilm Scanning
For many customers, re-archiving microfilm data into electronic files may seem like a waste of resources – but in some cases, the benefit can often outweigh the cost. If you find that you access your microfilm archive frequently, or maybe don’t hold backup copies, then converting your microfilm can provide the answer.
Even if you just require a scan-on-demand service, don’t bother producing more low-quality prints from the old microfilm reader in the office – simply send your 16mm and 35mm microfiche aperture cards to us, and we will provide you with a crisp, easy to use, well-presented PDF.
Why does your Business Need Scanning Solutions?
No business owner, executive, or manager can afford to ignore the benefits of digitisation. Document Scanning Services are beneficial for the sustainability, data security, and cost-efficiency of your businesses.
By making use of Document Scanning Solutions, these advantages can be created without any time or effort required from employees - enabling your workforce to maximise productivity, while also benefiting from increased agility and leaner, more streamlined processes.
Many industries have regulations regarding document retention and data privacy, and scanning documents enables you to adhere to those standards.
Once digitised, documentation can be securely stored and easily audited, supporting businesses in meeting compliance requirements by providing digital records and audit trails.
Storing digital files in Cloud-based solutions ensures data accessibility from anywhere, minimises costs of physical document storage such as rent, supplies, and filing cabinets, and allows you to repurpose space for productive use.
Doing this allows you to maximise the utility of your available facilities; since, depending on your situation, this can mean creating space to install new equipment, expand your team, or even rent space out for additional income.
By making documents digitally accessible, they are subject to dynamic full-text searches and index data - therefore can be searched and retrieved within seconds compared to the time-consuming process of manually searching through paper files.
Making the right information accessible allows your employees to share and interact with files in real-time, enabling seamless collaboration and employee productivity - whether your hybrid teams are in the office or at home.
Key to running a sustainable business is minimisng your carbon footprint as much as possible, and going paperless allows you to minimise this in ways related to printing and disposal. Digitising with a document Scanning Solution allows you to accomplish in two ways:
(1) By digitising physical documents, businesses significantly reduce their reliance on paper and, in turn, its consumption. This reduces the carbon footprint associated with paper production and transportation.
(2) Managing digital documents is also more energy-efficient than maintaining physical archives, since it reduces the need for physical storage space and the energy costs that come with it such as heating, cooling, and lighting. This means your business is consuming less energy, thus creating less of an environmental imapct while creating fiscal efficiencies in the process.
Physical storage solutions are proven to be less safe than digital alternatives - and once stored on a secure Cloud server, documentation can be protected by encryption, passwords, and access controls, ensuring senstiive information is safeguarded, and easier to back-up in the event of loss or damage.
By implementing measures that ensure only relevant people can access certain documents, you protect yourself from internal breaches, accidetnal or otherwise. This is essential for any business that handles sensitive information.
Increase productivity by having your paper files digitised, whether you opt for the basic level of digitisation, or the more advanced version provided through Data Capture.
Once documents are digitised and therefore easier to search and acess, your employees will be better equipped to be more productive - since digital information also feeds into automation, meaning low-value and repetitive tasks can be handled faster, and with greater accuracy - but without taking time away from your employees.
Ensure the longevity and preservation of critical and historical information by making your documentation digital - thus protecting them from physical deterioration, loss, and damage; and securing continuity for future generations.
Digital documents are also easier to be backed up and stored offsite, providing a robust disaster recovery solution. In the event of natural disasters, fires, or other emergencies, digital documents remain accessible and intact, reducing business disruptions.
Once your archives are digitised, your business is enabled to be more agile - meaning that it's easier to upgrade your processes, or downsize your operations without putting additional burden on your teams, since any heavy lifting will be carreid out by our Outsourced Services team.
Furthermore, Scanning Solutions are completely scalable, meaning you are free to digitise as much as you need - allowing you to adapt to changing Document Management requirements without significant upfront investments.
How Much Does it Cost to Scan a Document?
The cost of scanning a document depends on several factors, including the document type, volume of copies, the desired quality of scanning, and the level of additional services required. However, outsourcing your scanning solutions can create great cost-efficiencies.
Factors that Influence the Cost of Scanning
The Power of Digitisation and Scanning Solutions
As the initial step of a more comprehensive process, scanning sets the stage for specialised services that optimise Document Management, streamline workflows, and enhance overall efficiency.
Complementary Services
- What Are Our Document Scanning Solutions?
- Document Management
- Business Process Automation
- Digital Mailroom
What Are Our Document Scanning Solutions?
No matter how large or small your physical archive might be, your records can be digitised quickly through our Bulk Scanning service, with the scanned files indexed and uploaded to a secure server for your convenience. Once scanned, your paper copies can be shredded and recycled responsibly, to ensure data security.
Why stop at digitising your backlog of paper documents? You can create further efficiencies within your company by also having your business post digitised through our Digital Mailroom service. Once your documents are received at our secure Outsourced Document Services facility, the scans are made available to you through the Cloud. Further convenience is created in the advanced version of our service, in which your mail is sorted and redistributed to the relevant people within your organisation.
Of course, while basic digitisation is a step in the right direction, streamlining your operations is made much easier through a Digital Capture service. Available for inclusion with both our Bulk Scanning and Digital Mailroom services, our Digital Capture extracts key information from your scanned documents, saving you the busywork of entering data manually.
Document Management
A centralised platform for storing, organising, and retrieving digital documents, Document Management allows organisations to enhance document control, improve collaboration, and streamline business operations.
Business Process Automation
Leveraging scanning technology to extract invoice data allows you to integrate it with your accounting systems, with Business Process Automation software accelerating payment cycles and giving valuable insights into financial operations.
Digital Mailroom Service
An Digital Mailroom service saves time and resources associated with physical mail handling. Outsourcing your mailroom operations converts it into a digital process, meaning mail can be routed electronically to relevant recipients.
Why Choose Apogee as Your Document Scanning Solutions Provider?
Apogee combines expertise, technology, security, and sustainability to provide comprehensive, cost-effective, and tailored document scanning solutions. When you choose Apogee, you're choosing a trusted partner for your document management needs.
| Scanning Solution | Purpose | Advantages | Relevant Industries |
|---|---|---|---|
| High Capacity Document Scanning | Managing the quantity and quality of your physical archive in a digital space. |
Accurately capture entire documents. Precise control over image quality and resulting file size. Barcode recognition automatically adjusts settings during batch scanning. The flexibility to switch between colour and monochromatic, file types, quality, and destination. From small receipts to A3 charts – all are compiled into one virtual location for management. |
Healthcare: Efficiently file and rapidly search vast medical record libraries. Human Resources: Compliantly store sensitive employee case files. Government: Modernise critical administrative processes. Finance Departments: Consolidate receipts and invoices together for processing. Legal Firms: Collaborate on documents whilst maintaining a BS100008 audit trail. |
| Large Format Scanning | For industries that deal with oversized documents where repeated use can lead to the degradation of content. |
Precise scanning can be scaled for inspection. Exercise precise control over image fidelity and resultant file dimensions. Apply modern tools to vectorise physical plans. Prevents deterioration and maintain the integrity of drawings. |
Architectural Firms: Digitally store and swiftly retrieve extensive plans and drawings. Engineering Companies: Move intricate drawings and schematics into CAD. Museums and Historical Archives: Preserve and make accessible wide-format historical materials.
|
| Microfilm & Microfiche Scanning | For industries seeking to transform aging archives into digital formats for improved accessibility and preservation. |
Precise scanning can be scaled for inspection. Exercise precise control over image fidelity and resultant file dimensions. Apply modern tools to vectorise physical plans. Prevents deterioration and maintain the integrity of drawings. |
Libraries and Archives: Digitise and safeguard delicate microfilm collections. Research Institutions: Easily access and share historical documents in digital form. Government Agencies: Modernise data storage and retrieval from microfilm archives. Newspaper Publishers: Preserve old newspapers and make them digitally accessible. Historical Societies: Convert aging microfilm materials into lasting digital formats. |
How to Prepare Documents for Scanning
If you’re considering starting your own project or outsourcing to a dedicated bureau, there are three stages of scanning to consider:
Scanning Specifications
Document Preparation
Post-Scan
Digitise your Documents with Apogee
Whether you have a one-off requirement or an ongoing project, we have a wide range of efficient Scanning Solutions that will meet your demands.
Get in touch for a free consultation with digital transformation experts by using the form below!
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