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Document Scanning Benefits

The benefits of transitioning into the digital age.

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Digital Transformation with Document Scanning

Document scanning benefits – working with paper has become outdated and inefficient in the business world of today. Modern businesses have quickly come to realise that digitising business critical documentation is no longer a costly endeavour but a cost saving exercise. The ability to store, access and share business critical documents in a secure manner drives huge operational improvements.

Plan2Scan has provided secure document scanning services to top UK company’s for many years earning a reputation for providing a highly secure, efficient scanning service that has won “Most innovative document scanning bureau in the UK 2022” by SME at the Southern Enterprise Awards. Contact Plan2Scan now and let us help plan and prepare your document scanning project.

Document Scanning Benefits

Improved Staff Productivity

Every business wants productive staff, but did you know that the average time staff spend looking for documents is over 2 hours. This can also include searching for digital documents in an un-organised SharePoint or management system. This time should be spent on the job at hand, improving the productivity of the business. Consult your staff, find out how often they are tracking down documents that have been requested.

Eliminate Misfiling

Documentation that is misfiled can cause significant delays on important client or internal projects. Delays can often be followed by cost implications, such as, CSI score fines as well as project or delivery delays and deadlines not being met. When documents are not filed correctly this can have a huge impact on your customer reviews.

Improved Productivity & Security

Document management systems are quickly becoming the go to software packages for businesses that understand the huge cost saving associated with automated workflows. Automated workflows allow you to send documents through a sign off process (or any process) without the need to manually handle the documents. Therefore, document scanning benefits include removing the chance of the document being lost, stolen, held up by staff on holiday or staff constantly having to chase the document down.

Office Space & Relocation

One of the biggest drivers in document scanning is under utilisation of office space, office space is expensive and set to rise further in 2024/25. By removing filing cabinets and storing your documents in the cloud, office space can be used for more staff members, stock or rented out. When moving offices the cost of boxing and moving documents can increase the chance of lost documentation and misfiling.

Disaster Recovery

With record breaking flooding and fires in industrial areas across the UK, it’s a good time to consider scanning your business critical documentation to ensure you have a backup should the unthinkable happen. This should be a major consideration for any business still heavily reliant on paper documents. A smart business continuity plan should include document scanning.

Step 1.

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Calculating scanning volumes

Plan2Scan combine the latest in smart technology and scanners allowing us to scan all manner of document types from A4 to large format A0.

Calculate volumes

Step 2.

Preparation & Indexing

Preparation is the removal of all metal and foreign objects such as paperclips, staples etc. This is also the stage in which we split down files.

Understanding prep

Step 3.

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Project management

Plan2Scan offer free consultation with one of our project directors who can help you plan, price and implement your scanning project.

Let us do the work for you
Contact us to start planning your scanning project today
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What sets us apart

Ultra Secure Service

Our scanning centre is ultra secure – you can trust your documents with us.

Fast Turnaround

We will scan your documents and get them back to you quickly.

Accuracy & Quality

Our accuracy and quality levels are second to none. 

Great Customer Service

We pride ourselves in our great customer service. We are here to help.

Experience Counts

Our team have been doing this for years – experience really counts.

Price

We can’t be beaten on price – we guarantee to beat any genuine like for like quote.

The Document Scanning Journey

Professional Advice and Project Plan

Speak with one of our document scanning specialists who will talk you through how to best approach your scanning requirement and create a Plan2Scan.

Document Boxing and Collection

A collection team will be sent to box your documents for you and return them to our facility in Southampton. Alternatively, to reduce the cost of collection, boxes can be sent in advance to be boxed ready for document scanning.

Document Preparation and Scanning

Documents go through a preparation stage including such things as the removal of staples and paperclips. Documents split to your specification ready for document scanning.

Indexing and Test File

Documents will be indexed to the specification of your Plan2Scan agreement at stage 1 and a test file will be sent to you for review.

Document Upload

Your scanned documents will be uploaded to an encrypted USB drive and returned to you. Alternatively we can send via a secure file transfer.

Document Destruction

We will hold your original paper documents for up to 2 weeks while you carry out your own checks. Documents will then be securely destroyed and recycled and a certificate of destruction provided.

Customer Testimonials

“We only had a small volume of documents to scan but were not made to feel like a small customer. The documents needed to be scanned in a secure location and consisted of A4 to A2 plans that needed scanning in high quality to ensure all details were captured. We were very happy with the service and quality of the digital files that were retuned and would us Plan2Scan again”
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“We had a large volume of A3 documents that we have to hold for quality control and audit purposes, these documents would often be requested by our office or engineers via the drawing number, this would take up a lot of employee time finding the correct drawing from 10’s of thousands of pages.” “Plan2Scan introduced us to OCR technology software that actually reads the documents as they are being scanned, this meant we could scan the drawings in batches, simply open the PDF and do a search on the drawing number we were after”. “This was a much faster and efficient way of running our project, we would happily use Plan2scan again and recommend their services.”
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“We were re-designing our office and needed to scan some secure documents that we no longer had space for. Plan2Scan were more than happy to talk us through the scanning journey and provided reassurances that the work with be completed professionally and at a high standard. We were not disappointed; the digital files were returned with a higher quality than we had imagined and well presented. We now run monthly collections with Plan2Scan and are very happy with the service”.
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“We needed to scan a range of business documents that we had to keep for an extended period for GDPR purposes. We contacted Plan2Scan who took us through the scanning process and helped provide some guidance around how to scan the documents without it being expensive (unlikely we would access these documents in the future) while still ensuring the scan quality was high and we could access and locate files easily should we need to. Files were collected, scanned and returned to us exactly as promised we would recommend Plan2Scan and use them again”.
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“We wanted to move our DocuWare and Scanning support to a provider that could bring our document management to the next level. Plan2Scan helped to utilise tools within DocuWare which has helped to speed up the scanning process. “This efficiency gain has been passed back to us and now not only has the turnaround of documents appearing in the system been improved but our monthly invoices have also decreased.” “Plan2Scan are always quick to offer assistance when needed and we continue to look forward with DocuWare to help future proof other areas of the business.”
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