Document Scanning – CitiStore

Document scanning made simple

Convert your paper into secure digital records with speed and precision.

Chain of custody you can trust

Converting physical documents into digital files shouldn’t be complicated. CitiStore handles the entire process – from collection and preparation through to scanning and secure return – using some of the most advanced capture technology available. Whether you’re digitising a single file or an entire archive, we deliver clear, indexed, searchable documents with a full chain of custody maintained throughout. No disruption to your working day, and no preparation required on your part.

Our Scanning Services

Aperture Card Scanning

Converting your aperture card collection into high-resolution digital files.

Large Format Drawing Scanning

Digitise full-scale drawings, plans, maps, and charts in full colour or black and white.

Digital
Mailroom

Incoming mail captured, indexed, and delivered digitally.

Document scanning that scales with you

Whether you’re a small practice with a few boxes or a business with warehouses full of files, we handle every project with the same care and attention.

Works with your systems

Integrates seamlessly

Software

Scanned files flow directly into your workflow

Your documents arrive digitised and ready to use. No manual transfers, no lost files between systems. Everything connects so you don’t have to think about it.

From boxes to bytes

We prioritise the secure handling and efficient management of your documents throughout the entire scanning process.

We collect your documents

Scheduled pickup at your location or drop-off at ours.

We prepare and scan

Documents are sorted, indexed, and scanned at high resolution.

Quality checks happen

Every page verified for clarity, completeness, and accuracy.

Files arrive ready to use

Encrypted, organized, and integrated into your system.

The Process

Initial Meeting - Converting Physical to Digital

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.

How do we get our documents to you?

We will collect from any business address in the UK

What happens to our files once you've scanned them?

At CitiStore, we prioritise the secure handling and efficient management of your documents throughout the entire scanning process. Here’s a detailed look at what happens to your files after they’ve been digitised:

Quality Assurance and Verification
After scanning, every file undergoes a rigorous quality check. Our team ensures that all pages have been correctly digitised, images are clear, and text is fully readable. This includes verifying that every document is captured in compliance with your specific requirements.

Digital File Delivery
‍Once verified, we provide your scanned files in the format of your choice, whether PDF, TIFF, or another. These files can be securely transferred to you via:

‍Encrypted Cloud Hosting:
Access your files securely from anywhere.

‍Direct Upload to Your System:
Integration with your existing platforms.

‍Secure External Storage:
Files are delivered on encrypted drives or USBs, depending on your preference.
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‍Secure Storage with CitiStore: For long-term retention or archival needs, we offer secure, climate-controlled storage facilities that ensure your documents remain safe and accessible.

‍Confidential Destruction: If you no longer require the physical copies, we provide secure shredding and disposal services. This guarantees complete confidentiality and compliance with GDPR and other legal standards.

‍Ongoing Access and Management
If hosted on our secure platforms, your digital documents are easily searchable and accessible 24/7. We use advanced records management systems to ensure seamless retrieval whenever you need it.

‍Customised Solutions for Your Needs.
‍We tailor our post-scanning services to suit your business. Whether you need ongoing digital file management, periodic access to archived materials, or secure disposal, we’ve got you covered.By choosing CitiStore, you gain a trusted partner who ensures your documents are handled securely, efficiently, and in full compliance with regulatory standards, giving you peace of mind from start to finish.

How do you calculate your digital archiving charges?

At CitiStore, we understand that every client’s scanning needs are unique, which is why our pricing structure is designed to be flexible and tailored to your specific requirements. Here’s how we charge for our professional scanning services.

‍Customised Pricing OptionsPer Box: Ideal for bulk scanning projects, where entire boxes of documents are digitised. Per File: Suited for clients who need specific files or folders scanned, ensuring precise cost allocation.
‍Per Page: Best for detailed projects, allowing for accurate pricing based on the exact volume of scanned pages.

Transparent Rates
‍All charges are agreed prior to the commencement, ensuring you know exactly what to expect.Pricing is influenced by factors such as:Document type (e.g., fragile, bound, oversized)Scanning requirements (e.g., resolution, colour, OCR capabilities)Project complexity (e.g., indexing, document preparation)Any additional services, such as secure shredding or file hosting, are also clearly outlined.

Future Service Charges
For services scheduled at a later date, the charges will reflect the agreed rates prevailing at the time of delivery, ensuring fairness and clarity.
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Tailored Solutions for Every Client
Whether you’re scanning a small number of documents or managing a large-scale project, our team works with you to find the most cost-effective solution.At CitiStore, our commitment is to provide exceptional value and a service that meets your exact needs. For a personalised quote or more information about our pricing, feel free to contact our team today.

Do I need any special equipment or software to use your service?

No. The electronic archive we provide includes all the necessary retrieval tools, whether stored on a physical medium or securely in the cloud. With powerful search capabilities, you can quickly locate the documents you need, saving time and improving efficiency for your business operations.

What about back up copies of my digitally scanned files?

We recommend incorporating the portable hard drive into your standard backup routine as an additional layer of security. For clients using our secure cloud-hosted solution, your files benefit from robust security features, including encryption, multi-factor authentication, and continuous monitoring to ensure your data remains protected and accessible. As an additional safeguard, we can retain a security copy of your archive on our system, which is regularly backed up to guard against unexpected events. Should you require a replacement for a physical hard drive due to wear and tear, we can provide this service for a fee to ensure your archive remains reliable over time.These measures give you confidence that your digital archive is safe, secure, and well-maintained.

Does using your service take up our business time?

Not at all. In fact, our service is designed to save you time. We handle the entire process, from collecting your files on a schedule that suits your needs to completing the work at our premises. All you need to do is place the completed files in standard archive boxes, and we’ll take care of the rest.Additionally, there’s no need for you to spend time sorting through files to discard unnecessary papers or duplicates before archiving. Doing so not only wastes valuable professional time but also increases the risk of discarding important documents by mistake. Our process ensures your files are safely and efficiently managed without disrupting your workflow.

Do we need to prepare our files in any way?

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.

Does digital archiving cope with hand-written papers?

Not at all. In fact, our service is designed to save you time. We handle the entire process, from collecting your files, on a schedule that suits your need, to completing the work at our premises. All you need to do is place the completed files in standard archive boxes, and we’ll take care of the rest. Additionally, there’s no need for you to spend time sorting through files to discard unnecessary papers or duplicates before archiving. Doing so not only wastes valuable professional time but also increases the risk of discarding important documents by mistake. Our process ensures your files are safely and efficiently managed without disrupting your workflow

How does Optical Character Recognition (OCR) work?

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 provides a highly effective and reliable solution to confidential document storage. The staff are approachable and will go above and beyond to ensure a high quality service. Thoroughly recommended.”

Emma Pulford

“CitiStore have been a great addition to the contractors that we work with. They are quick, efficient, responsive and polite. Would highly recommend to other businesses to have a trusted partner to work with for their safe disposal of data.”

Kathrine McTernan

“I have been using Citistore's services for over 2 years and have found them to be unfailingly reliable and excellent value for money. It's clear to me that Citistore truly value their customers and are consistently attentive to their needs. ”

Adrian Furniss

Ready to get started?

Providing first-class document management services to businesses throughout the UK, our team’s vast experience means your security comes first. Speak to a member of the team today.