Frequently Asked Questions

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What size documents are you able to scan?

Digital Documents can scan any size documents form small items such as tickets and receipts right up to A0 sized drawings and plans.

What formats do you scan to?
We can scan to pretty much any format that you require. We typically provide scanned documents as either PDF, TIFF or JPEG.

For clients looking to have X-Rays scanned we can provide images in industry standard formats such as DICOM and DICONDE.

Where can you collect my documents from?

We offer a nationwide service and can collect documents from anywhere in Ireland.

What types of collection services do you offer?

Collections are carried out by Digital Documents personnel only, using Digital Documents GPS tracked vehicles.

How safe are my documents during transit?

Your documents are always safe with us as our vans are fitted with GPS tracking devices and drivers follow strict security policies and procedures.

Can I arrange a collection for a specific time of day?

Yes, depending on schedule and location, we’ll do our best to accommodate your requirements.

Can you provide secure containers for my documents?

Yes, we can provide durable Digital Documents archive boxes on request.

Do you offer a packing service?

Yes, our dedicated collection team can provide a fully managed service which includes removal of files from your filing cabinets, packing and inventory creation.

Can I drop my documents off instead?

Yes, If you would prefer to drop your documents at our scanning bureau then you can. This is strictly by appointment only, so give us a call first and arrange a suitable time to visit our facility.

How will my documents be secured while with you?

Our scanning bureau operates under the strictest security measures. We have 24 hour monitored CCTV along with many other security measures as required by our ISO 27001 accreditation for information security so that your documents will be in safe hands during the entire process.

What accreditations do you hold?

Digital Documents are certified to both ISO 9001:2015 and ISO 27001:2013

Please visit our accreditations page for more details.

Can you provide your privacy policy if required?

Yes. Please reach out to our Data Protection Officer, who will be more than happy to assist with any data protection queries you may have.

Are you able to handle sensitive and confidential documents?

Yes, all documents that we process are treated as confidential. If you have specific requirements as to the handling of your documents, please let us know.

Can I have my documents scanned at my premises?

Yes, we can provide an on-site scanning service if you are unable to send us your documents.

Will you remove staples, paper-clips etc.?

Yes, as part of our scanning service we will remove any staples and paper-clips etc. to ensure a smooth scanning process.

What happens to my original documents once they have been scanned?

That’s completely up to you, we can either return the documents to you, store them in our secure facility, or securely destroy them and provide a certificate of destruction.

My documents are low quality. Can you enhance them?

We make use of the latest hardware and software in scanning technology which will in many cases improve the quality of the original scans. Additional image enhancement services are available where required.

Can you capture handwritten data?

Yes, depending on the document structure, we can either use specialist data capture software or manual data entry to capture the required handwritten data.

Are you able to capture data from barcodes?

Yes, we can capture any type and format of barcodes and supply the data in any file format required.

How do you capture data from forms?

If handwritten data is in a structured format and legible, we can use ICR technology to automatically capture text.
Where a document has checkboxes, we can use OMR to process the responses.
For any machine printed documents we can use OCR technology to capture the text, but for harder to read or freestyle handwriting, or for any case where an automated system may not be feasible, we can manually capture the data.

What will be the turnaround time for my documents?

This typically depends on the scale of the scanning project. We have the capability to process millions of images per month meaning we usually have very quick turnaround for your project.

How safe is my data in transit?
Our policy is to encrypt data before returning it to you unless you ask us not to and any digital transfers provided to you will use encrypted connections.
Do you offer special pricing for charities?

We like to help where possible. If you have a registered charity number, please speak to a member of our sales team and we’ll be happy to help.

Can you provide sample scans?

Yes, before we start your project, we can supply a representative sample of your documents for your approval.