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          <option value="Existing Client">I’m an existing client</option>
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          <option value="Google Advert (Top 3 Listing)">Google Advert (Top 3 Listing)</option>
          <option value="Bing Advert">Bing Advert</option>
          <option value="Email Campaign">Email Campaign</option>
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        <div class="select-selected">Where did you hear about us?</div>
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          <div>I’m an existing client</div>
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          <div>Google Advert (Top 3 Listing)</div>
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          <div>Email Campaign</div>
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Blog / 21st January 2022


DOCUMENT ARCHIVING GUIDE: 8 STEPS FROM PAPER TO DIGITAL


WHAT IS DOCUMENT ARCHIVING?

Document archiving involves the organised storage and preservation of documents.
It ensures the protection of information and facilitates legal adherence.
Scanning is a crucial component of document archiving, particularly for
converting physical documents into digital formats. This process involves using
specialised equipment to create digital images of paper documents. Scanned
documents can then be stored, organised, and accessed electronically. 


HOW DOES DOCUMENT ARCHIVING WORK?

Document archiving is a meticulous process designed to organise, preserve and
manage documents for future access and reference. The archiving process follows
a set of essential steps to ensure the integrity and longevity of the stored
information, safeguard valuable information and facilitate efficient retrieval
when needed. 


STEP 1: COLLECTION OF DOCUMENTS

Our logistics team will consult with you to arrange the most convenient time to
collect the paper archive from your office location or third-party storage
provider. In many cases Storetec will provide boxes and an on-site packing
service during collection, reducing the work you need to do to sort your records
for scanning. Storetec is located in a secure compound with a coded building
entry system and 24-hour CCTV inside and out. With access to our records
management system i-Trac, you can track your boxes on their journey from your
site to our scanning bureau in real time. 


STEP 2: BOOKING IN DOCUMENTS

On arrival, the warehouse team will unload your archive boxes and perform weight
checks to our 12kg limit. Any boxes over the limit will be split. Each box is
uniquely barcoded and added onto i-Trac, Storetec's records management system,
where they will be tracked at all stages of its digitisation journey. Any boxes
that are needed urgently during the scanning process can be scanned back to you
upon request using our Scan-On-Demand service. 


STEP 3: PREPARATION OF DOCUMENTS

In the next step of the process, the documents arrive in the Production
department. All documents are prepared by hand, which includes the removal of
paperclips, staples, and bindings. Each member of the preparation team only ever
works on one box at a time to eliminate any chance of cross-contamination. Small
documents such as post-it notes will be photocopied with the resulting copy
added to the file for scanning. Each member of the preparation team has access
to a tablet that is linked to the bureau management system which carries the
individual job specification, which holds detailed instructions on each
individual client's requirements.


STEP 4: DOCUMENT SCANNING

Following preparation, the documents move forward to the scanning team. Here,
boxes are assigned to an individual team member, tracked by a job pack which is
signed off at each stage of the digitisation process. Our experienced scanning
operatives will digitise the paper documents in accordance with BS10008 for the
'Evidential Weight and Legal Admissibility of Information' while ensuring
quality checks are performed. Storetec has a diverse range of scanning equipment
from the World's leading manufacturers including IBML, Kodak Alaris and Opex.


STEP 5: DIGITAL INDEXING

Once the documents have been scanned and passed by quality assurance, they are
processed to the required output file format (PDF, TIFF, etc.). The naming
convention to be used can be at document, file, or binder level. In addition, we
can create bookmarked PDFs, section separations or we can replicate your current
filing methodology.


STEP 6: RETURN OF DATA

Once scanned, your physical documents will be quarantined for 30 days or until
you advise you are happy with the scans. Following this period you can decide
whether to have the originals shredded, placed in storage, or returned. Storetec
will provide you with a number of options for the return of your scanned images.
This includes access to FreeDocs, Storetec's own cloud-based document management
system, alternatively the electronic images can be returned to you via a secure
encrypted data transfer or via an encrypted USB hard drive. If you require your
own systems to be populated with the data, Storetec can upload documents and
data into your business' internal system with access. 


STEP 7: DIGITAL ACCESS VIA FREEDOCS CLOUD

FreeDocs Cloud is Storetec's own cloud-based document management system designed
to give businesses a secure space to store and access their digital documents.
Created by Storetec's internal software development team, FreeDocs is easy to
use, can retrieve your document to screen in seconds, and fully supports remote
working. It's the perfect tool for sharing information throughout your
organisation and is packed with features such as single sign-on and retention
management tools.


STEP 8: DOCUMENT DESTRUCTION OR STORAGE

Once the paper documents have been in quarantine for 30 days, they can be
securely shredded in line with document destruction standards. A signed notice
is required to authorise destruction. Failure to confirm a destruction request
will see the documents placed into secure storage as Storetec cannot destroy
your records without your express permission. Once destruction has been
completed, a shredding certificate will be issued as final confirmation.

If you require to retain the hard copies for longer than the initial 30-day
period, Storetec will place your records into secure storage in one of our
state-of-the-art storage facilities. Each box is logged and tracked on
Storetec's i-Trac records management system. Once placed in storage, your
documents can be returned or destroyed at any time. 

 

Are you looking to get your documents scanned? We collect all over the UK and
worldwide. Contact our team today:

T: 0800 612 4065

E: sales@storetec.net

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LATEST BLOG ARTICLES

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   WHAT IS AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS)?

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 * 13th September 2023
   
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DO YOU REQUIRE DOCUMENT SCANNING SERVICES?

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Service: Document Scanning Document Storage FreeDocs Document Management
Service:
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Document Storage
FreeDocs Document Management
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Google Advert (Top 3 Listing)
Bing Advert
Email Campaign
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Other (Please Specify)


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Simply let us know the size of your paper archive and let us do the rest

Large Cabinet 34,500 images
4 Drawer Cabinet 18,400 images
3 Drawer Cabinet 13,800 images
Archive Box 2,300 images
Lever Arch Files 575 images
File 250 images
Large Format
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Total Estimated images: 0

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