Document Scanning
Transmedia offer a wide range of scanning services to meet your needs!
Why Digitise?
Over time, documents and files degrade and take up a lot of space. Digitising your important files can free up much needed space in the office and maintain excellent condition for far longer.
So, why us?
Our scanning team digitises over half a million documents each month using high production scanners and utilising the latest technology. Trusted by many clients, including the NHS and local authorities, we have vast experience working with large quantity scanning to premium quality.
What we can offer you!
Small & Large Format Documents
At Transmedia, we deal with all sorts of documents. From everyday Receipts, to Large Format Drawings & Plans. Due to the variety of our scanners, nothing is too complicated to scan. Every type of document A3 and smaller can be scanned easily through our desk scanners and anything larger, up to A0, would be scanned using our bigger, standing scanners. To keep the file sizes small, we scan most files at 300 dpi, which is usually more than enough to keep the excellent quality of your documents. However, in some cases, usually for plans & drawings, we would scan up to 600 dpi to keep those fine details. All documents would be scanned initially as tif images and then converted to pdf, jpeg, etc.
Our team is trained to prepare the documents so you don’t have to. We will take documents out of poly-pockets, we’ll unfold receipts and if there are any staples, we’ll remove those too. We can also reconstitute your documents. So if you need us to put the documents back in their poly-pockets, clipped back into a binder, or even need them stapled back together, we can do that for you.
Before we continue, we ensure that all scanning requirements have been met by offering a free sample. Once you’re happy with how they look, we won’t hesitate to get the rest scanned!
There are two methods to scanning your books. We call these methods Destructive scanning and Non-Destructive scanning. The Destructive scanning involves us using a guillotine to chop the spine off the book, leaving as much space from the gutter as possible, and scanning them through our small format scanners. The Non-Destructive scanning involves keep the book very much intact and using our book scanner instead.
The books would be placed on an adjustable surface which raises and drops on both sides to ensure that the book is always flat. A large frame of glass is then carefully brought down on top of the book to keep the pages from rolling over mid scan. The pressure of the glass and the surface is minimal, ensuring absolutely no damage is made to the book.
Delicate items, such as paintings/drawings made on canvasses or anything that would not fit through our scanners would be scanned the same way as a Non-Destructive scan. This includes anything up to A0.
Books, Delicate Items & Non-Destructive Scanning
Microfilm, Negatives, Slides & X-Rays
Microfilm, Negatives, Slides & X-Rays
If you need some help working out which type of Microfilm you are in possession of, check out our handy guide on all things Micro.
As well as scanning, we also offer non-scanning services. One of which includes the extraction of data. We can take the information from a printed document, and copy it to whichever format is required.
All scanned files would get indexed based on what information is presented to us, so you know those files will always remain in the correct order on your PC.
After scanning, we can run our OCR software on your files to make all the documents searchable. So if you need to look for a specific word within a file, it’s easy to find with the search feature.
Indexing, Extraction & OCR
Cloud Hosting
Cloud Hosting
Our Cloud Hosting feature has many uses. From file storage to managing your documents and giving permission to only people who need to see them.
Alternative ways of receiving your scans would be via USB or Hard Drive. These would be sent back using our vans or a tracked courier service, making sure that your files are delivered directly to you.
Alongside the delivery, we also prevent anyone from being able to view the contents of the USB/Hard Drive by adding an extra level of security; encryption. We add a password, generated by random, to the device and send it directly to you via email.
File Transfer & Encryption
Secure Storage
We have 3 types of storage within our facility, Bronze, Silver and Gold, with each type adding extra levels of security.
Our Bronze level is our most basic archiving type. All documents within this area can only be accessed by staff members.
The Silver level can only be accessed by specific members of staff. On top of the tighter restrictions, this level is also temperature controlled and fitted with an Argon Gas Fire Suppression system.
As well as the temperature control and Argon system, the Gold level is even more restricted for access. Only specific members of staff, with a keyfob and a unique passcode per person, would be able to access this facility.
We recommend that if your documents have not been scanned, they should be stored in a more secure area such as our Silver or Gold level facilities.
If you’re happy enough with the digital copy of your documents and no longer need to store the hard copies, then we can destroy them for you.
We would first send you an email to request authorisation to detroy the files and after authorisation has been given, your files will be put through an industrial shredder. Once your files have been destroyed, you will receive a certificate from us to confirm that they have been destroyed.
Secure Destruction
Collections & Deliveries
As we use our own drivers and vehicles for collections, the drivers are security vetted and the vans are serviced frequently.
The whole collection & delivery process is tracked from the moment we give you a quote until the items are returned to you.
To start, the job is given a job number and a pair of collection slips would be printed out with all information regarding what’s to be collected. The driver would then head your way in one of our tracked vans at the earliest convenience.
Once our driver arrives, the collected items would be counted to confirm the correct amount has been picked up. The collected items are then locked safely in the van and handled only by our driver and, once back at Transmedia, our staff. The items are counted once more to ensure everything has arrived safely and the job number is then updated to start scanning.
After the scanning process is complete, if the items are to be returned, a set of delivery slips are printed out and given to our driver. They will count the items back on to the van and lock them safe, before heading back your way.
You can take advantage of our scan on demand service while your items are with us so that you have access to your files even when they are off site.
Let’s say you had an important meeting coming up and really need those documents, just let us know which box/file the documents are in and we’ll grab them, get them scanned and sent straight over to you by email.
We aim to get the images back to you the same day or within 24 hours of the request.
