Document Scanning

We will talk with you about your requirements, the volume of work and the current format of the documents. The only thing you will need to decide is how you want the documents indexed. As an example,  you may want the files indexed under 4 fields: First Name, Last Name, Address, File Number.

Once we have confirmed with you the most effective way to index documents in your new digital archive, we will come and pick up the files/paperwork and bring them to our scanning facility. Here we will prepare and process the documents converting them to digital format.

The documents/files are then returned to you in digital format, on an external Hard Disk Drive (HDD).

After you have indicated you are happy with the digital files we will arrange for confidential, secure shredding of the original documents if you do not wish for them to be returned to you.

We will collect from any business address in mainland England and Wales.

Unless we receive instructions to the contrary they will be confidentially destroyed and the paper recycled, once we have received written authorisation to do so.

Our charges are negotiated on a ‘per box’ or ‘per file’ basis with each client. The charges for services provided at a future date will be those agreed and prevailing at the time.

No. The electronic archive we supply comes with the necessary retrieval software already on the medium. Once you have your digitally archived files you are equipped to access your firm’s digital archive wherever and whenever you wish. 

We recommend that you back up/copy the portable hard drive to your system in your usual back up routine. As a final failsafe we keep a security copy on our system (which is also backed up) in case the unthinkable should happen. We will also renew hard drives free of charge every few years to avoid any potential failures.

No. In fact it saves time. We collect your files - as regularly as is necessary or practical - and do everything on our own premises. You need only to put the completed files in standard archive boxes and never see or handle them again. There is a further benefit in that you do not need to go through files throwing away unnecessary papers or copies prior to archiving. Doing so wastes valuable professional time and also introduces a risk that the wrong papers are discarded.

No. We do all preparation, removing staples, paper clips, unfolding and unbinding. Any torn or damaged papers receive special treatment and faint or badly copied papers are individually dealt with at higher resolutions and adjusted exposures to enhance legible images. There is nothing you need to do.

Yes. Each and every letter, paper or document whether printed, word processed, copied, faxed or hand-written is scanned so that the electronic version of your file appears identical to the original and any papers may be copied or printed back into paper form. The papers and documents will be archived in exactly the same order as they appeared on the original paper file.

Optical Character Recognition (OCR) is also included in your digital archive. This is an additional and very useful search facility, which allows you to type in certain words or phrases and the software will generate a list of files and pages where those words or phrases occur, e.g.  ‘right of way’, ‘easement for repair’, ‘uplift agreement’ or ‘Willington-Jones’. When memory fails and you need information or a precedent but cannot remember on which file it appeared OCR will find it for you. OCR is an extremely useful tool if you need to find lost or misfiled papers. By typing in any relevant word(s) the software will come up with a list of possible files where the missing papers are stored.

CitiStore provide digital archiving and digital storage solutions specifically tailored for the professions. CitiStore successfully serve many business sectors including the legal profession education, construction, finance and many more.

Digitising your records can be a good option for many businesses looking to reduce the amount of paperwork within their organisation. Our diligent scanning service is available for one off projects, or for ongoing scanning requirements.Documents are scanned using industry leading equipment ensuring only the very best images are captured. Documents can be hosted using our cloud service, alternatively documents can be handed back on an encrypted device such as a hard drive or USB.

In the first instance CitiStore offer a sample scan to ensure you are happy with the project scope and results before committing to any one off job or ongoing scanning requirement. CitiStore collect your records from your office and transport them to our facility when they are registered and then prepared for the scanning machine. Upon completion your scanned images are checked and sent back via a CitiStore member of staff.