Why now is the best time to declutter your office

Spring cleaning – it’s so last year.  After working from home or a deserted office space and enjoying a hedonistic summer of barbecues (we wish!) , day drinking (just us??) and getting sunburned(really), it’s time to get back to reality. And nothing helps focus the mind like a good old spring… sorry, autumn clear out.

There are plenty of reasons why we prefer to schedule our decluttering as the weather gets colder. In fact, the weather is part of it. After all, the fact that it’s getting cooler means you’re less likely to get all hot and bothered while lugging boxes around. Also, we’re going into the season where we will be spending more time indoors and that means you want to get rid of all that annoying clutter that will make you feel stir crazy if you don’t.

Autumn decluttering isn’t just for your house. Given that you have probably actually spent more time in your home over the last few months of lockdown than you have in the office, it’s worth starting there. And there is plenty of evidence that your working environment whether that be working from home or back into the office can hugely affect your productivity. So if you need a way to convince your boss that spending a couple of days ignoring clients and focusing on clearing out the store cupboard is a genuinely good idea, just show them that article. Or if you are the boss, now you have a legitimate reason for getting your team to tidy up and create a comfortable and productive workspace ready for the Autumn and Winter months.

Of course, as every seasoned declutterer (it definitely is a word, no matter what autocorrect thinks) knows, it’s important to have a plan. So here are some tips from us because, if we do say so ourselves, getting organised is something we’re really very good at.

How to declutter like a pro

Good decluttering is one of those things that actually makes your environment look more chaotic to start with. That’s because the best thing to do is to unpack everything so you can see what you have. You’ll be surprised how much you can shove into a filing cabinet when you try and don’t get us started on archive rooms. Don’t worry, it does get better though.

Once you’ve sussed out how much is there, you need to make a plan of action to sift through it and get it organised. So for example, you might want to begin by throwing away / shredding / incinerating anything that you no longer need. Remember that if this detritus includes confidential waste, you’ll need to destroy it properly. You don’t want internal memos appearing in the local press now do you? And before you ask, no, standard office shredders aren’t particularly effective. Especially if you’re destroying micro format items like microfiche or microfilm.

Next step is to group what remains in a sensible sort of a way. It’s no good having your stock or invoices or packs of post-it notes divided across an arbitrary number of cupboards or shelves or filing cabinets scattered around the office. There needs to be method in the madness.

Storage – a thing of beauty

Once you know what needs to be stored and in what sort of order, it’s time to figure out WHERE. So here you have a few choices. You can dedicate one room or part of a room to storage. You can install shelving, invest in decent archive boxes, and even create a colour coded labelling system.

Just remember that certain things, such as paper, are quite fussy about their environmental conditions. Much like toddlers, they don’t like to be damp, they don’t like sunshine, they don’t like to be gnawed by rodents.

Of course, you could also get someone else to take care of all that for you. Offsite document storage is honestly the best and we’re really not just saying it because it’s our business. Here are a few reasons we think you’ll agree are pretty convincing:

  • It saves you so much space – space you can do all manner of cool stuff with or maybe even downsize your office?
  • You’ll always know where your documents are – we barcode the boxes in our custom built storage warehouse so we can lay our hands on any of them within minutes.
  • Your documents will be safe – from the elements, from fire, from thieves, all thanks to the climate control and security measures we have in place.
  • It will be so much easier to get hold of documents – like we said, we can get hold of any of the documents we store within a few short moments and we can also courier them over to you or scan and email copies.
  • You’ll save loads of time – just think of those wasted hours spent getting dusty in archive rooms or cursing the collapsing hanging files in that rickety filing cabinet.

If you access your archive records regularly a scanning solution may be the most cost effective solution to transfer your paper records and documents to digital accessible records – we do that too  read more here

Doing an effective autumn clear out takes a little thought and planning and a bit of hard work, but it’s so worth it. Just think how good you’ll feel once it’s done. And if you need some help or encouragement, contact us here.

Electronic data destruction – how not to get caught out

Melted hard drives - Scan Film or Store - Electronic data destruction - how not to get caught outSo you’ve had a bit of an office clear out (well done for getting everyone involved – which of our tactics did you use?) and now you’ve got some stuff you need to get rid of. A few (million) boxes of old paperwork, a stack (or several) of redundant CDs, a couple (ok maybe more) of laptops that are beyond repair, enough promotional USB sticks to build a scale model of the Eiffel Tower (there we go).

You’re not so naive as to chuck the paperwork in the bin where any old Nosy Nelly could have a snoop at it. After all, it might not contain the blueprints for a secret underground lab but with GDPR agents lurking behind every water cooler (NB this may be an exaggeration) you don’t even want customer address details finding their way into the wrong hands.

But electronic data is just as easy to access, if you know what you’re doing. Which means ditching things like CDs, hard drives and USB sticks in the skip is a really, really bad idea. Especially if there’s confidential data on them. Or if you have so many that they won’t fit in a skip.

Here’s what to do instead…

Computer hard drive destruction

The thought of letting your frustrations out on redundant technology with a sledge hammer might be appealing. But it’s not especially effective when it comes to securely destroying the electronic data on the hard drive. Just think about all those films where the determined cop salvages a seriously banged up laptop from a crime scene and gets the tech whiz kids in data forensics to extract a juicy clue that leads him (or her, equality fans) to the killer.

The alternative? Get us to degauss that bad boy for you. We use serious powerful electro-magnetic current to wipe out any electronic data so it disappears for good. Then we shred them into miniscule metal chips that even that determined cop couldn’t piece back together. Oh and we recycle them too. Because, you know, the climate crisis.

CD and DVD destruction services

Talking of shredding, we can do the same with CDs and DVDs. We’ll shred ‘em down to 6mm chips so they’re good for nothing except maybe some sort of edgy mosaic craft project. And again, we’ll recycle them so you don’t have to worry about the environmental impact of your office clear out. 

There’s not really anything else to say about this other than it’s suitable for both secure office data and also Celine Dion’s back catalogue. Just saying.

Microfilm and microfiche incineration

You’d think microfilm and microfiche could be shredded along with paper and it can, to 2mm particles. Unfortunately that is not the safest way to destroy them. The images are too small. Even a thin sliver could reveal more than you’d want it to. That’s why burning – nay, incinerating – these items is the only sure way to ensure no one will ever be able to access the data again. 

And before you grab the lighter fuel, it’s worth knowing that microfilm and microfiche burn at over 1000C and release toxic fumes so a) you need specialist equipment and b) you need a licence. We have access to both. Plus we can issue a certificate to say it’s all been done in an environmentally safe way, which is pretty cool.

Other stuff we can destroy

Hmm, let’s see. Magnetic computer back up tapes. X-rays. Documents (don’t get us started on why standard office shredding isn’t good enough). Top secret stuff government stuff (yes, we’ve done work with the MoD and no, we can’t tell you about it – we’ve signed the Official Secrets Acts. Seriously.) 

Basically, if you want something to disappear, give us a shout. As long as it’s not your mother-in-law, we can probably help.

The annual office spring clean – how to get everyone involved

Window looking out at a spring garden - Scan Film or Store - The annual office spring clean - how to get everyone involved

Ahhh spring. The mornings are lighter. The daffodils are out. The temperature has crept just a fraction above “brass monkeys” – for the most part anyway. And with the advent of spring comes that great British tradition – the annual office spring clean.

Now you may or may not be the sort of person who finds this sort of thing fun (what do you mean no one finds it fun??) but the truth is that offices can very quickly get cluttered. And we all know that a cluttered office is not a great environment for a happy and productive team.

That’s why our document storage and document scanning services are so popular. People may not like tidying but they do like things being tidy.

Anyway, we’re not here to argue the case for spring cleans. The point is that if getting organised is on your to do list then we’re here to inject a little levity into the process – and help get everyone else involved so you’re not left to slog through it on your own.

Hide stuff people want

This one is super simple. Just hide stuff people want in the messiest places in the office. You might hide Easter eggs. You might hide booze. You might hide an important report that’s due to be delivered to a very big client first thing tomorrow morning.

The point is that as people dig through long forgotten drawers and filing cabinets, they’ll be able to ditch the trash along the way. Nothing like a little incentive to get the team moving, right? 

Deploy gamification tactics

Yes, that is a word, promise. Gamification is the process of making boring stuff slightly less boring by calling it a game. Parents have been using this technique for millenia (“Open your mouth for the spinach choo-choo train!”) but the business world has only cottoned onto it relatively recently.

Gamification often involves creating an actual computer game with work stuff crowbarred into it but there’s no reason why it can’t work on a low tech scale. Create a list of tasks – taking down out-of-date flyers from Barbara’s last three cake sales, fishing the stapler out from behind the cupboard where Bob chucked it that time he was trying to juggle at the Christmas party – and assign each with a value. Whoever gets the most points by the end of the day wins a prize.

Threaten to burn everything

This might feel a little extreme but if you’re really at the end of yourself, you might want to try shock tactics. We wouldn’t recommend going as far as actually standing in front of the archive room with a lit match, but giving people a deadline and letting them know what you intend to do should they fail to meet it could be the motivating factor that’s needed.

The same goes for the fridge. Don’t worry about sifting through to see what’s still in date and what has grown a layer of mould that could supply a small pharmaceuticals firm for the next few months. Simply make a rule that every Monday morning / Friday evening you’ll be emptying the contents into the bin and you’ll soon find people are taking their gross tupperware containers home with them.

Get them to pay for professionals

Now here’s a thought. What if your team didn’t have to do it? What if you could get the professionals in? You can just hear them breathing a sigh of relief, right? Well if they want professionals, they can pay for professionals. Out of their own pockets, out of their departmental budgets, out of the funds from Barbara’s endless cake sales – whatever it takes.

Bring in the Scan Film or Store team to box up your archived documents and pop them in our purpose built storage unit in Bridgwater where it won’t all be getting under your feet. Or have us scan it all so you can store it digitally in the cloud where it won’t be taking up any physical room at all. Then get a cleaner in to give the place a good going over (we don’t do this bit, I’m afraid).

So, which one do you think will work best on your lot? If you think getting some document storage and scanning support could be helpful, give us a ring and we’ll talk you through it. We can also help with secure document and data destruction if you should unearth anything that needs to be wiped from existence.

You don’t have to take our word for it – have a read of our case studies from companies we have helped already.  

We smashed our fundraising target! Guess how much we raised?

The Scan Film or Store team with their new defibrillatorSo you may remember the rather dramatic blog post we wrote in November last year about our colleague Sophie. A few months before, at the age of just 28, she had collapsed at home in front of her 2-year-old daughter. For no reason that anyone can explain, she’d had a cardiac arrest.

Thankfully Sophie’s husband was there and was not only able to call an ambulance but to perform CPR until they arrived with a defibrillator and could shock her heart before taking her to the Bristol Heart Hospital.

Sophie’s experience shocked (honestly, no pun intended) all of us and we decided that we wanted to do something to make a small difference locally, as part of our 10th birthday celebrations. 

Sophie set up a JustGiving page with the aim of raising the £1500 needed to buy a public access defibrillator (AED) for Woodlands Court Business Park, where the Scan Film or Store HQ is located.

You guys are the best

The community stepped up with even more enthusiasm than we could have hoped for. Friends, family and other businesses on the estate and beyond pledged their support. The Bridgwater Mercury printed the story to spread the word. At SFS we chose not to send Christmas cards, instead donating the money we’d have spent to Sophie’s cause.

Before long we had hit our target – but the figure kept on growing. In the end the total raised stood at nearly £2,500. Amazing!

A new top quality defibrillator suitable for adults and children is now installed in a secure wall case at Woodlands Court thanks to Integrity Electrical in Bristol, who kindly installed it at no charge. London Hearts came along to give us all specialist training on how and when to use it, and several of the other businesses on the estate joined in.

Funding research and care

Smashing our fundraising target also means we have cash left over to donate to the Bristol Heart Institute at the BRI and to SADS, a charity that raises awareness and does research into sudden arrhythmic death syndrome, also known as sudden adult death syndrome. 

We know that this post doesn’t contain your usual dose of document storage and scanning related tips, puns and general silliness, but we hope you’ll excuse the diversion. After all, cardiac arrest could affect any of us – and we might not all be as lucky as Sophie was.

Sophie’s JustGiving page is now closed so if you’d like to donate then please do so directly to one of the charities we’ve mentioned. And if you want to find out more about SADS please visit the SADS website.

Document storage – the risks of adopting a DIY approach

Mouse running through shredded paper - Document storage - the risks of adopting a DIY approachThere are many things in life you’d never attempt to do yourself. Like rewire your house. Or clean the outside of a 25th floor window. Or catch an escaped anaconda. Unless you were an electrician, an aerial window cleaner or zoo keeper, obviously. But when it comes to document storage… well, that’s a different story.

On the surface, it’s understandable. How hard can it be, right? You pop down to Staples, pick up a few reasonably priced archive boxes, stick all that pesky paperwork inside, lob it into the nearest spare room. Job done, and no need to pay those onerous ongoing storage fees.

If it were as simple as that, we’d be encouraging you to follow just such an approach. But sadly it really isn’t that straightforward. We know this because we’ve been doing it for more than 20 years and we’ve seen just how many ways there are for document storage to go wrong.

Here are a few things to add to your risk assessment* when you’re weighing up whether to take a DIY approach to your document storage or to use a professional service like ours.

Fire and flood

“Never going to happen,” you say. “Wellllll….” we say. Thing is, it may not be one of the top three most likely problems you’re going to face in any given week (depending on where your HQ is located and how cavalier your attitude is to chucking lit matches about). But on that rare occasion where a disaster like this does strike it can be devastating.

That’s why we built a bespoke, climate controlled storage warehouse that is monitored and alarmed 24-7, alerting us to the slightest whiff of a problem so we can swoop in and protect the precious papery loot within.

Rats and other nasties

Much more likely than fire or flood and potentially just as damaging. Imagine you’ve finally located that invoice from 2006 that your biggest client suddenly wants a copy of… only to find the key information has been chewed to the point of illegibility. And it’s not just rats. Mice, pigeons, wasps – all enemies of the humble office document.

GDPR fines

Don’t worry, we’re not here to bore you with the intricacies of the recent GDPR legislation. What you do need to know is that we could if we wanted to. In other words, we understand the ins and outs of the legal ramifications of storing physical data and we’ve done everything we need to to ensure the stuff we store is covered. Can you say the same about the spare room at your HQ?

Damp conditions

We’re not talking floods here. We’re not even talking about a leak in the corner of that spare room where you’re stashing your documents. We’re talking about the natural moisture in the air. It’s not good for paperwork. If you’re really unlucky, you’ll end up with a rather unfortunate spread of mould across it all. Oh and don’t imagine that sunlight is any better – then you’ll get fading. You really can’t win, can you?

Being flattened

It’s not just your documents that are at risk if you go down the DIY document storage route. You’ll be surprised by how often we see storerooms piled high with boxes just waiting to topple on an unsuspecting staff member innocently looking for a hard copy of last year’s accounts. That could be you, in which case – ouch. Or it could be a member of your team, in which case – lawsuit. And also – ouch.

Losing stuff

Far less dramatic, far more likely and equally frustrating – and potentially damaging to your business. If you need to get hold of documents quickly, you might think the DIY approach is the only option. After all, you don’t want to be bombing across town to retrieve files every five minutes, do you?

But what are your filing skills like? Do you have a system in that store room of yours? We’ll wager it’s not as good as ours, which includes individual barcodes so we can instantly pinpoint where any given box is. We can also scan documents (even oversized documents) if you need to see them quickly and even send them round via courier so you don’t need to leave the comfort of your desk.

If you’re rethinking the DIY approach to document storage and want to find out how much it might cost to bring the professionals in, give us a call. A chat is always free.

(*What do you mean you haven’t done a risk assessment? Never mind, we have, just give us a call and we’ll look after everything for you.)

The new decade decision: to destroy or digitise

Man holding pile of papers - The new decade decision: to destroy or digitiseThe Twenties are upon us. But instead of piling into jazz clubs, drinking bootlegged liquor and swooning over Picasso, we’re preparing for a decade driven by technology, speed and a very different set of rules. 

During the last 10 years it has remained possible – just – to do document storage the old way. We could wistfully enjoy the way that paper piled our desks, crammed our drawers and blew away whenever the window was opened. We could send humans to fetch documents and be glad when they returned within half-an-hour, out of breath and a little sweaty. We could even keep expanding our DVD collection, blissfully ignoring the internet and its popularity these days. 

“That’ll do” won’t do anymore

If we keep doing things the old way, the times will take us out. Our approach to document storage needs to be digital. And anything left cluttering the office needs to be burned with pyromaniacal glee or cross shredded and pulped into soft tissue. 

This decade there’ll be new challenges that no-one has predicted yet. With technology screaming ahead like a runaway train, markets and industries could change overnight. The more out-dated our systems of storage and operations, the harder it will be to adapt when the next change comes. We could cross our fingers and hope for the best, or we could build something robust – something future-proof.

Speed of the times

Instant isn’t a moment too soon. Now, couriers are racing against same-day deliveries, and WiFi is in direct competition with lightning itself. There’s no place for the slow any more.  These days, if your website takes longer than a second to load, Google won’t even allow you to appear in their top search results. It’s a pirate code of “anyone who falls behind gets left behind”.

While we may be able to function internally at the speed of last year, the moment we start working with other business partners, contractors and clients, the expectation will be now. Generation Y already represents well over a quarter of the world’s population and soon generation Z – who have known smartphones their entire lives – will be making key decisions for many businesses. Things are only likely to get faster.

Whenever we digitise (scan) documents for clients, we can embed sophisticated search and retrieval software in the analogue format of your choice so that everything remains an instant away. That data can then be uploaded to cloud systems to ensure that impatient millennials can find it in less than a moment.

Fire proof or fire away

62% of businesses never recover from major loss of data. Offsite storage is a sensible precaution – which we do also offer – while digitisation protects you from the three data doombringers: damp, heat and age. We’ll offer to keep backups of whatever we digitise so that your business can survive an apocalypse with ease.

Time’s up. Our documents are in need of digitisation or they’ve become clutter, so they should be shredded/incinerated/insert destructive verb of choice here. Whether you need to create space for the new decade, or you need to prime your documents for the future, we can make it happen. Check out our document scanning services to go digital, or our data destruction services to give the past the send off it deserves.

Avoiding the naughty list – data protection this December

Scan Film or Store - Avoiding the naughty list – Data protection this DecemberAs we approach the end of the decade in data protection, one question is looming in everyone’s minds: what will Santa get us for Christmas?

The rules of data protection have changed. With corporate espionage, semi-legal journalism and ransomware lining up to take a swing at sensitive data, the quiet of the night before Christmas has become a little more unsettling. A mouse may not be stirring, but other things might be. And it might not just be Santa coming down the corporate chimney this Christmas.

A message from Father Christmas

The good news is that the North Pole has been in touch. We’ve been keeping some of this year’s presents safe for Christmas HQ. And you’ll be glad to know, all the gifts are accounted for.

The jolly man himself, asked us to forward this urgent correspondence.

“I know, I know, I know. It’s natural to assume that you won’t be on the naughty list, ho ho, ho – sorry, rotten cough – on the naughty list this Christmas. After all you have been working very hard this year. And don’t think I don’t take that into account.

Trouble is, it’s not up to me who ends up with a lump of coal anymore. I’ve got all this – ho, ho – data stuff, that works that all out these days. That’s why you should listen to Scan Film or Store’s advice. I’ll be seeing you – and you won’t be seeing me – in the small hours of the 25th ho, ho, ho – look stop transcribing my cough Rudolph, no one wants to read that…”

Turns out according to Datto’s latest ransomware report, 85% of Managing Service Providers are experiencing ransomware attacks on SMBs (small and medium sized businesses). And while these kind shepherds are doing an admirable job fighting off the wolves, it’s not quite enough.

The Scan Film or Store Christmas blockade

In celebration of all things festive, we’re offering an almighty defence against winter’s less-welcome intruders. We’ll take the wolves out of winter while you tend to that glass of mulled wine.

First in the line of defence is a firewall so hot that you could throw the One Ring into its flames. It would have made Frodo’s job a lot simpler if he had known about it.

Second in our blockade is the latest TrendMicro antivirus controls, primed to annihilate any blackened remains that stumble through the wall of fire.

We’ve armed our servers with uninterrupted power supply protection and mirrored drives. Nothing’s going down while this planet’s still spinning.

To top it all off, every night we’re going to be backing up our data and storing it in fireproof safes in a secure location. So even if everything gets lost, you lose nothing.

Finally, we’re accredited by the government backed Cyber Essentials scheme. So basically, if you back us, you can be sure we’ve got your back.

Still having doubts? We’ve got a fully documented Business Continuity Plan, so if disaster should strike, we can still continue working and protecting your records.

No-one’s getting coal for Christmas on our watch.

See it for yourself

Come and take a tour of our Armageddon-proof facilities. We’re just two minutes from the M5 at junction 23.

You’re welcome to ask our team anything – though they may have to kill you if they tell you everything. It’s a hazard of signing the Official Secrets Act. Our premises and security procedures are independently audited by our customers, ensuring the highest standards. We’d love to talk you through them.

And if there’s any message you’d like us to pass on to the man in red and white. We’d be happy to oblige.

If getting your data security sorted is on your Christmas Wishlist – or indeed your New Year’s resolution list – get in touch to see how we can help with everything from secure document storage to data destruction services.

A shocking birthday story

Scan Film or Store team photoDo you remember turning 10? The nearly uncontainable excitement of reaching double digits? A whole decade on the planet! Now that’s proper grown up.

Well, that’s exactly how we feel this month. Yes, dear reader, Scan Film or Store is 10 years old. And we are as excited as a kid who’s been eating sweets since breakfast and has just seen a clown car pull up outside the house.

It just seems quite unbelievable that we’ve been doing document scanning and storage, secure data destruction, microfilm conversion and the rest of it for such a long time!

A special present…

While we will no doubt be blowing out the candles and popping open the bubbles (none of the team is actually a 10-year-old, you understand – no underage drinking here, thank you) we thought our big birthday deserved something extra special.

And because our local community in Bridgwater is so important to us, we started thinking about how we could give back and say thank you for all the support that we’ve been given over the last decade.

That’s when our IT manager, Sophie, had a bright idea.

…with a serious backstory

Sophie has been part of the team at Scan Film or Store for seven years. Her mum, her aunt and her husband work here too. (See, we told you we were a team with strong family values!)

So you can imagine how much of a shock it was last year to hear that Sophie suffered a sudden cardiac arrest.

She was at home when it happened, caring for her 2-year-old daughter. Luckily her husband was also home and was able to give her CPR for 15 minutes until the ambulance arrived. When they did, they shocked her heart using a defibrillator before taking her to the hospital where her family were told she had a 50% chance of surviving.

She spent three days in intensive care, a further two weeks in hospital recovering and had an implantable cardioverter-defibrillator (ICD) fitted in case it ever happens again.

Help us save lives

Sophie has made a full recovery. But not everyone is so lucky.

Cardiac arrest can happen to anyone, at any age and at any time. That includes healthy people with no known heart problems or risk factors. The chances of surviving if you’re not already in a hospital are only 8%. But if you get CPR and early access to a defibrillator, those chances go right up.

That’s why the entire SFS team has now trained as first aiders and why, as part of our 10th birthday celebrations, we’re joining Sophie’s fundraising efforts to buy and install a public access AED (automated external defibrillator) at SFS HQ here in Bridgwater.

We want to make sure that we’re ready to step forward if anyone nearby needs our help, and we’ve been visiting the other businesses on the Woodlands Court Business Park to raise awareness of sudden arrhythmic death syndrome.

If you’d like to wish us a happy birthday, we couldn’t ask for a better present than your donations on Sophie’s Just Giving page. Thank you for supporting us in our first 10 years of trading and we hope your generosity will help us to save other lives with the new AED.

Living on the clouds: document digitisation heaven

Futuristic car - digital Cloud document storage - Scan Film or StoreIf you’re tired of working at ground level, your options are as follows: train to be a pilot, attach millions of balloons to your office building – Up style – or convert to digital. Granted this last option might not give you the same dazzling view, but digitisation can still make your workload feel lighter than stratus-shaped water vapour. We may not be meteorologists, but we can tell you that these digital clouds are worth getting your head into. Here’s why:

Anywhere, anytime baby

Often on the move? Working in multiple locations? Stranded in an airport while your airline goes on strike again? Cloud technology means you don’t need to wait for that plane to take off before you can rise above it all. So long as you have a connection to the world wide web (and if not find your nearest coffee shop of choice), you’re only a click away from all the documents and data you need. Getting to grips with the business of the day has never been easier.

Collaboration in the cloud nation

If you have a team, several teams or even a couple of companies working on the same project, digitisation will take you beyond the pearly gates. Cloud storage means everyone can work at the same time on the same document from different locations. This creates the conditions for faster document creation and easier alteration = allowing your work to speed ahead without calling in the couriers. Even if you’re only sitting across a desk from a single collaborator, cloud storage will save you from printing and passing papers with every edit. You’ll have instant access to the entire database of documents you need.

If the world ends, it’s not a problem

When MC Hammer sung “Can’t Touch This” in 1990 he probably wasn’t referencing his secure data files. But now corporates can get up on their desks and dance along, knowing that their hard work is safely out of harm’s way. Cloud storage places your files in the digital version of Fort Knox, out of reach of thieves and ground level disasters. It used to only be cockroaches that could survive nuclear fallout. But cloud storage means you can safely start World War III and still leave behind a good audit trail.

Springboard into the next big thing

If Back to the Future’s predictions of 2015 were anything to go by, we would be eating re-hydrated pizza and enjoying a 1500ft view while trying to make it through the evening sky-traffic. When it comes to technological forecasts, humanity seems to watch the skies without much success. There’s no telling what might be around the corner in the digital world, but that doesn’t mean we can’t get ready for it.

You may have good reason for holding onto your analogue and paper documents, but you’ve also got nothing to lose and a lot to gain by digitising. Apart from anything else, your data will be nimble – capable of converting to any format you desire – paper, CD, microfilm, microfiche, harddrive. It’s like keeping your documents as a liquid that can be quickly cast into any shape. So when the next wave of digital innovation sweeps over us, you’ll be more than ready to ride it.

The sky is waiting. Whether it’s time to wave farewell to your beloved physical files, or you need to hold onto those keepsakes, it’s certainly time to climb into the Cloud. Check out our range of data conversion services or get in touch to work out which solution will best suit your needs. We may not be able to fix the flying mechanics on your 1985 DeLorean, but we can still launch you into the clouds.

Document imaging and scanning is not your problem

SNAP! Document imaging and scanning is not your problem There are some things that are nice to have in-house. A good coffee machine for instance, or a marketing team, or that superb administrator, Derek, the one with the great hair. Other things it might be better to outsource, such as your logistics, your accounts or a second administrator called Evan with even better hair. One task you should almost certainly not be worrying about is document imaging and scanning. Honestly, we’ve cracked this one and we’re pretty excited about it. Here’s why:

You don’t need to fix anything

Nothing cries time-sink quite like preparing all your documents before you scan them. Sure, you’ll save a bit of cash if you don’t give us any duplicates, but otherwise we’ll repair any damage, remove staples and fixings. We can de-skew and de-speckle (a wonderful word that should be used more often), standardise orientation, remove coloured backgrounds and optimise brightness and contrast. Why would you want to do any of that yourself?

You don’t need to restrict yourself

We dare you to find a document we can’t scan. Colour, greyscale, black and white, single, double-sided, paper, Mylar blueprint or transparent. We’re seasoned in everything from invoices to technical drawings, from till receipts to A0 architectural plans. There’s also no limit on length either. We’ve scanned documents up to 25 feet long! If you’ve ever wanted to see a Canon Oce TC4XT in action, you can watch our large format scanner take on the big stuff

You also don’t need to be concerned about the digital formatting. Once the documents are scanned, we can create digital images in pdf, pdf/a, .tif or .jpg format. We’ll provide a full indexing service and optical character recognition so you can locate your documents in digital filing cabinets and search their contents quickly. The time and cost of retrieving documents will be significantly reduced, which means you have more resources to invest elsewhere.

Worry-free scanning of your documents

Even the best laid plans can sometimes go astray, unless of course you’re ISO 9001 and BS10008 accredited (we are). You can be certain of accurate, high-quality results by from us. We only use top-quality Kodak and Canon Oce equipment that could be called an extravagance, but we’ve made it our standard procedure.  

Once scanned, you’ll get your data on a portable hard drive (or CD/DVD, should you choose) with up to 30 days’ free storage for your originals while you check over the database. We can embed bespoke software into the drive so you can retrieve any document at the click of your fingers (note: the hard drive does not literally respond to finger-snapping).

You don’t need to let it leave your site

If security restrictions prevent you removing papers from your premises, or if you feel particularly sentimental about a set of invoices and want to watch them grow up to be digital files, we can provide a complete scanning service at your site. We can even give you a CD, DVD or portable hard drive of the digital documents immediately, so nothing leaves your side.

So while it would be really exciting for you to try this at home, we suggest you’re better off letting the professionals get to work on it, even if we have to come to your home to do it. If you need more convincing check out our case studies of how we have scanned for companies like Rolls Royce, or get in touch with us today. 

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