Document Scanning

With more than 250 million pages scanned over 2 decades, e-docs UK is one of the most experienced, advanced and trusted outsourced scanning provider in the UK. Used by organisations from all sectors 

Benefits of using e-docs UK:

• Secure pick-up and return of your documents
• Destruction or Storage of your documents if required
• PO options to get your mail sent directly to us
• Every document is traceable
• Quick turnaround
• Preparation of the documents
• All inclusive pricing
• No project too small or large

e-docs UK offer a comprehensive range of scanning services which include:

• Mutiformat scanning including Paper, MicroFilm, Large format, Book etc
• Document files can be saved as many different formats, Jpeg, Tiff, PDF etc
• Document scanning to CD, HDD and Other digital storage devices
• Document scanning fed into your own data base online\ off line
• Document Scanning to our Online Secure Database – OneView
• Receipts into an expense claim module – OneView Expenses

Quality & Security

Image Quality

Every job is completed to the highest quality . Since 1993 we have been fully accredited to BS EN ISO 9001:2000 and other applicable standards, whilst our facilities are regularly audited for compliance by pharmaceutical, aerospace and financial clients.
We use Kofax VRS, a powerful image clean up software to obtain the best possible results. In many cases the quality of the scanned image is actually better than the original paper copy.
We also perform a visual check on 100% of all scanned images.

Service Quality

Our Scanning Centre is equipped with the most modern scanning equipment and software. There are no single points of failure as all equipment is duplicated and all software fully backed up and stored off site. All equipment is covered by manufacturer supplied maintenance agreements and all of our operators are trained and certified by our equipment and software manufacturers.
We process all scanned images through our own software which checks for corrupt images and a back up of all images and index files is kept for 180 days (unless specifically prohibited by a client SLA)
Our advanced production control system provides a 100% audit trail for every application . We can provide a full set of reports to satisfy the most demanding compliance needs.

Our document scanning servcies provide the backbone for many of our business process solutions including:

* Puchase Invoice Processing
* Accounts Receivable Processing
* HR Record Management

Security

Security - BSI BIP 008:2004 and BS ISO/IEC 27002:2005.
We hold over 30 million pages of client data on behalf of many of the worlds leading organisations covering all document and data types. This information is held on 3 server clusters which are located in 2 different locations

What is the position regarding the legal admissibility of documents stored electronically? Any print-out of an electronically stored document will be a copy. How does this affect its admissibility in court?

The main issue will be to demonstrate the authenticity of the copy document. The British Standards Institution recently introduced a new Standard, BSI BIP 008: 2004, whch e-docs UK was certified for on the 19th September 2008.

This standard contains recommendations that, if followed correctly, are designed to help you achieve this demonstration of authenticity and e-docs UK stores information in an manner to meet these standards and deliver these assurances to our clients.

One of these recommendations regards audit trails. An example of this is maintaining a record of when the documents have been created, updated or removed from the electronic storage.

In the event of a challenge to the authenticity of a particular document, this will be vitally important information to have available.

Projects Undertaken

e-docs UK has been in business since 1988 and during that time has scanned more than 250 million pieces of paper. Projects undertaken include the following:

Delivery Manifests We meet the requirement to scan more than 60,000 Collection and Delivery Manifests every night for a major European Courier company. Each manifest is scanned and indexed during a 12 hour period and the resulting images are loaded onto our hosting repository Safehaven by 9a.m. each morning.

Purchase Invoices We have numerous clients for whom we scan and capture data for their Purchase Invoices. For one client in the Property Management sector we receive up to 1000 invoices per day which are scanned, indexed and loaded onto our hosted AP workflow solution by 2pm the same day. We have just secured a contract to scan and capture 500,000 invoices per annum for a major UK Garden Centre chain.

Client Files We regularly scan and index client files for many Legal and Accountancy firms.

Timesheets Each week we scan and index up to 16,000 timesheets for one of the UK's premier employment agencies. we have provided this service to them since 1988. The scanned timesheets are loaded onto our hosting repository, Safehaven giving access to all of our clients head office staff and branches.

Employee/Leavers Files e-docs UK has completed the scanning of hundreds of thousands of HR files for numerous clients. The latest is a large County Council where we completed a project involving the scanning of more than 600 "bankers" boxes of files in 3 months.

Construction A number of Local Authorities and Construction firms use our document scanning services for their building Control and construction documents. These nearly always include large format documents whcih we are able to scan in Black and White or Colour.

Gift Aid Certificates A number of UK charities use e-docs UK scanning services to scan and capture data from Gift Aid certificates. These projects are normally annual and demand a great deal of accuracy and a fast turnaround.

Test Certificates Many clients use e-Docs UK for the scanning of their product test certificates. Our ISO standards are essential in enabling our clients to meet their regulatory compliance obligations.

Donations and Mail Returns We have undertaken many projects in this field including processing of all the marketing campaign receipts for a major UK political party. This included envelope opening, cheque and cash removal and reconciliation, scanning of donation slips, compilation of a mailing database and mailing of thank you letters. More than 300,000 donations were processed in a 6 week period.

Lab Note Books and Clinical Report Forms We have extensive experience in scanning and processing all forms of documents for the pharmaceutical industry. This is a highly regulated industry and e-docs UK has passed it's annual audit for Good Clinical Practice every year since 1998.