Secure document scanning and simple document digitisation

CDS BSI and ISO accredited

Document scanning, data capture and processing

We offer intelligent data capture solutions at the cutting-edge of capture services and information management.

Our scanning, data capture and processing service enables us to intelligently capture data and index images for subsequent import into client Electronic Content or Document Management systems.

By using sophisticated processes to automatically recognise and classify documents and capture data turns paper documents into electronic records available at the touch of a button.

Our scanning, data capture and processing services are rigorously controlled, with CDS achieving certification to ISO 9001:2008 (Quality Management System) and BS 10008:2008 (Evidential Weight and Legal Admissibility of Electronic Information certification).

Barcode recognition document scanning

Barcode recognition

Barcode recognition is the most efficient way to capture index data printed on documents. If your project is to scan new documents on an on-going basis, we can help redesign them to include barcodes so at the point of creation they can be read quickly and accurately. If it isn’t possible to print barcodes on documents, we can create barcoded coversheets to place between files before scanning.

Optical Character Recognition (OCR)

As part of a large batch file conversion, OCR is a cost effective alternative to manual capture and indexing multiple fields and sections of documents. OCR is used to:

  • convert characters in an image into dynamic data.
  • perform word searches to find a required set of text/documents or to extract indexing criteria.

Indexing

We offer three types of indexing:

  • electronic – we are provided with an electronic file against which records are to be scanned and matched.
  • paper based – we are provided with a paper based data set against which records are to be scanned and matched.
  • manual – data is held with a document’s paper record. Double key entry is used for accuracy with captured fields keyed twice by different operators. This enables any mis-matches to be instantly corrected.
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Document scanning and digitisation services

The CDS scanning and digitisation service turns hard-copy documents into an easily searchable electronic format.

Here is a quick overview of our range of scanning and digitisation services.

Scanning services

  • Large archive scanning projects with Meta data capture
  • Simple document scanning
  • Large format scanning
  • Post room scanning (digital mailroom)

Ancillary scanning services

  • Collection
  • Data storage
  • Quality assurance
  • Secure destruction
Digital mailroom and scanning for Middlesex University

Case Study: Middlesex University

Middlesex University is working in partnership with CDS to deliver a digital strategy to its 1,300 staff and 23,000 students.

As part of this strategy, CDS provides a Digital Mailroom and an Archive and Records Digitisation Service to the university. We also built a bespoke, web-based data repository for the storage of records and archived material.

Secure services from an agency you can trust

Quality Assurance

All CDS scanning services are fully certificated to ISO 9001:2008 and ISO27001 quality assurance standards.

CDS also hold BS10008 Evidential Weight and Legal Admissibility of Electronic Information certification. We are one of only a select number of companies in the UK recognised by BSI to have achieved this specialist standard.

Secure Destruction

Once the scanned images and data are approved, the original material can be:

  • Securely shredded (on site and certified)
  • Stored for a limited period
  • Returned to the client

CDS scanning and digitisation key benefits

  • Cost effective
  • Reduces paper storage requirements
  • Improves productivity
  • Enhances remote working capabilities
  • Improves customer service
  • Secure archive facility 
Digital Mailroom service

Digitisation of Documents

CDS has robust, secure, compliant and proven processes to help you remove paper from your organisation. Using systems and processes designed to retain integrity throughout, CDS can pack your files onsite using a technology driven reconciliation process, securely transport them to our document processing centre and scan and index to your specification.

Using automated processes enables digitised files to be searched by keyword to access specific documents. Images and associated metadata can either be ingested into your workflow systems or stored remotely for access by your authorised employees.

Among CDS’s security, quality and other accreditations, CDS’s scanning process is BS 10008 (Evidential Weight and Legal Admissibility of Electronic Information) accredited. This is essential for the accuracy of scanning services which gives you peace of mind that your images will stand up in court, should the need arise.

Daily Scanning of Inbound Mail

Scanning inbound mail at source enables improved working practices and allows organizations to bring consistency to mail processing. This results in significant gains in productivity, customer service and compliance through audit trails. Read more about the benefits of implementing a digital mailroom.

Find out more about our digital document print solutions

I have come to view [CDS] as a useful virtual addition to our in-house team, with expertise I can quickly call on when a new challenge emerges or when we need to top up on capacity and when we are developing digital marketing solutions.

Steve Arnold, Head of Marketing

Birmingham City Council

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