Can I not just use my office photocopier to scan files? 

Photocopiers do scan, but they are not designed for volumes of paperwork, nor ensuring quality is maintained. Copiers are designed to do what they are called, copy paper. The mechanisms (rollers, image bars, pick up and feed systems) within the units are not designed for digitisation in mind. Production scanners are designed for productivity, quality, reliability and efficiency in mind. Scanning is so much more than just the term 'scanning'. Photocopiers jam and chew up paper on a regular basis. Finding the source of a paper jam in a photocopier can be time consuming and frustrating. Production scanners are designed not to jam, not to drag multiple sheets of paper through at the one time, not to hide sheets of paper within crevices that seem impossible to reach. They do not require constant engineer call outs. 

In short, yes the photocopier scans, but would you choose to travel from Glasgow to London on a bike or plane?

Is our data safe while in your hands?

Yes.

We have a vast array of systems, policies and processes in place to ensure our clients data remains their possession at all times. All of our team are dedicated to ensure not only our reputation for security, quality and integrity, but also our clients. Our team sign regular NDA's and background checks are carried out prior their time with us. Access to different areas of our network and data is restricted dependant upon job roles and responsibilities. Please see our Privacy Policy for further details.

Can you provide archive boxes? 

Yes. 

We can provide archive boxes for your own team to load the files in to, or we can bring boxes with us at the time of the agreed uplift and our team will box the material directly from your storage systems. We will provide you with an inventory of what files we have taken away.
 

Do we have to remove staples and clips etc?

No. 

We have a team of preparation colleagues who carry out all pre-scanning quality checks. This includes, removing of all staples, clips, bindings and repairing of torn documents. They will also ensure all information on the documents and drawings are clear to be read - unfold corners and move post-it notes if they are covering any aspect of the data.

Will we be charged for blank pages?

No. 

All our scanners are fitted with blank page removal. We normally scan everything double sided and then the scanner and software will ensure all blank pages are removed. This is supported by our operators checking every image in real time as it is passed through or under the scanner. They will manually remove any blank images the software has missed.

Will images be rotated the correct orientation for us to read?

Yes

Our scanners have auto rotation systems as standard. The software will read the orientation of the text at time of scanning, and rotate the document accordingly. Note, our scanners capture at 8500 images per hour, and the software reads the image at time of scanning. Furthermore, we utilise additional specialist software to enhance the OCR accuracy. This software also checks the rotation of the images and will rotate if necessary automatically. 

How do you cost projects?

Rarely are any two projects the same. Therefore, we work directly with the client to provide a proposal that meets their needs. Jobs can be quoted in a vast array of ways. We appreciate document types and storage means vary from business to business, department to department and sector to sector.

On this basis, jobs can be quoted - per image, per file, per document, per archive box, per lever arch folder, per filing cabinet or even a cost per room.

we understand the public sector procurement processes and we will work with clients to ensure their needs are tailored to the project.

The private sector have their own needs and requirements when it comes to procurement. We will therefore work with them to meet their needs.

Can we have our documents and boxes returned to us after scanning?

Yes. 

Although we offer free storage of files for an agreed period of time post scanning, some clients do wish their original documents and files returned.

Cardboard boxes and crates are not cheap. We understand that if you have supplied your own boxes who may wish them returned to reuse. 

Please advise our team of this request and we will work with you accordingly.

Do you charge for initial document management consultancy?

No

We feel it is important to gain a full understanding of clients needs, prior to any digitisation or storage project.

How do we have our scans, meta data and images returned to us?

Primarily, we always suggest our secure cloud based data sharing portal - SharePoint. You will be sent a link via email, where you can download the data on to your own system.

However, we understand the various IT and data sharing systems throughout the public and private sectors. We are therefore, more than happy to upload files to clients own portals (SFTP or MS Teams SharePoint sites etc). Alternatively, we can provide images returned on encrypted USB drives.

Do we have access to our files while they are away from our site being scanned?

Yes. 

It is always the case, you don't need access to the files for weeks / months, then the moment we uplift them for scanning, someone is looking for 'John Smith's' file. We offer a Scan on Demand or hard copy return service. Simply contact your project lead here at SMcP Digital, and they will ensure the file / data is returned to you - normally within a couple of hours of the initial request.
 

Do you have fixed term or quantity contracts?

No

We do not believe in tying customers in to 3 or 5 year contracts. You only use our services when you have a need to do so. Many providers will state minimum order values per year and will send you renewal admin invoices, even if you do not send them any batches for scanning. We believe our Quality, Honesty and Integrity speaks for its self. If you are not happy with the level of service we provide, or you no longer have a need for any of our services, all we ask for a 30 day notice period - or otherwise stated in our proposal. All our clients sign a proposal at the start of our relationship, stating what the project is, what your expectations are, the agreed prices and our standard payment terms (30 days - although can be tailored to meet individual needs).

How are our boxes / files transported to you?

We have our own fully insured, tracked and lettered electric vehicles to transport material. Staff will carry company photo ID's and will wear branded clothing. Uplifts will be carried out on an agreed  date, day and time, and clients are told the name of the individuals carrying out the uplifts / collections / deliveries.

We update this page on a regular basis. However, should there be any questions not raised here that you wish answered, please do not hesitate to contact us.