Document Scanning

Professional document scanning For Your Company

Document Scanning Services

Microcopy Systems offer a range of professional, commercial document scanning services for your company including large format, microfilm, microfiche, commercial scanning etc as well as converting your analogue files to digital documents.

Bulk Scanning

Bulk scanning is our core business and we are able to accommodate very low volumes up to projects involving multi millions of documents.

Our state of the art scanner stations and highly experienced operators are trained in the scanning of all types of departmental files and documents including fragile handling.

Below is an outline of our day to day scanning process:

Microcopy Bulk Scanning Process

MSL will remove the staples, folds, move post-it notes to an area that doesn’t cover any information and generally prepare the documents to a pre-scanning condition as outlined in our method statements
MSL will capture the sticky note information as well as all information underneath on all documents by safely moving and repositioning the sticky note to a clear of information area whether that be on the same side or reverse side of the document or further on a blank sheet of paper if necessary
MSL will always produce a ‘proof of concept’ test batch including indexing which will be supplied for written approval prior to project commencement
All queries will be raised through our dedicated project manager however small the query may be thus ensuring 100% clarity of the specification required, MSL would never make assumptions regarding a customer specification
MSL staff will physically sort all boxes and files/contents to the relevant index required as per the job specification parameters, again this would be verified through our proof of concept sample testing
MSL will always produce a ‘proof of concept’ test batch which will be supplied for written approval prior to project commencement
MSL has the ability to convert all types of archive documents to a wide range of digital formats and output variants as per the customer specification, we have the ability to save the output to secure 256AES encrypted media for transportation if required
MSL processes and procedures ensure all original hardcopy documents/pages received are scanned fully capturing 100% of the information regardless of the condition of the original, where a document is in extremely poor condition we would digitise it using our fragile document handling procedures. All folds, tears, pockets are repaired or reconstituted as necessary and text data enhanced where feint (if required) to ensure clarity of information, all digital files will be presented in the exact page order the original was presented
MSL will ensure that the integrity of each and every multi-page file is maintained, this will include the retention of any blank ‘numbered’ pages, this is achieved because our blank page delete software only deletes fully blank pages, should a blank page retain so much as a single part character of text or tiny spec of data then the page will be retained, our software is tried and tested for this purpose
MSL ensures all scanned data is a 100% true representation of the original document, image enhancing software is only utilised upon request otherwise we adopt a ‘what you see is what you get’ policy
MSL will output the dpi to the specification required by the customer, MSL will ensure 240 dpi is a minimum expectation
MSL will output poor quality documents at 400 dpi where deemed necessary as per the requirement
OCR services are available for all projects, we utilise this technology wherever possible unless strictly instructed not to do so
OCR results are very accurate and always batch tested during MSL quality control procedures, the area that OCR struggles with is in reading hand written text as this is often hit and miss due to the wide variety of hand written quality and variation
MSL adopts stringent quality control procedures across all processes from point of collection through to final point of destruction to ensure the quality and integrity of all data received and supplied. Scanning equipment is regularly calibrated and batch tested for conformity to ensure image capture results meet our standards and base software settings are only adjustable at management level for individual applications. Imaging, storage and destruction procedures all meet GDPR, ISO27001, ISO9001, ISO14001 & Cyber Essentials requirements as per our vetted accreditations
MSL ensures all scanning is output to the specification requirement and colour scanning can be adopted on the ‘fly’ for specific documents as required due to the software we utilise in the production environment. With Planning files we are often required to implement colour for property boundary areas, photo’s etc…
As MSL has thirty years experience in producing digital images we have sourced over the years what we feel to be the best hardware toolkits available to cover all source material variations, the units we use require very minimal operator input and intervention as the machines are setup to the optimal production settings for the application being processed, as local government requirements make up a large percentage of our daily activity we are very well versed to all Council departmental requirements and source file anatomy
MSL ensures all images are scaled to the appropriate British Standards output and magnification required determined by the parameters of the source document presented, We confirm any scales printed on original documents/drawings will be captured on the digital image
MSL adopts software with automatic text image rotation set to default, this ensures all documents are presented electronically with the correct orientation regardless of how the source document has been presented to the scanner. Even with this technology in place the operator reviews ALL images within a scanned file post scanning at large thumbnail level to manually rotate any image the software may have missed should it be necessary thus ensuring 100% of scanned images present the correct orientation
On the rare occasion a document is in such a condition it cannot be scanned a customer would be advised of the document in question and MSL would advise alternative means and processes available to capture and merge the information, we would request request authorisation prior to effecting the process

Document Scanning