Document Digitisation Services

by EXCEL NEXUS

At EXCEL NEXUS, we provide an outsourced document digitisation service. Our UK based expertise lies in scanning various paper documents into versatile digital formats, ensuring their preservation and enrichment. From standard documents to complex datasets, we specialise in a wide spectrum of professional document digitisation services, making your essential information digitised, searchable and shareable in an instant.

Whether it’s the scanning and imaging of paper records or the ability to access those records from virtually anywhere, our outsourced scanning services encompass the entire process of professional document digitisation.

Connect with our team via the contact form at the bottom of the page or send us an email at hello@excelnexus.co.uk to explore how our professional document digitisation services can help you transition to a more efficient and paperless document management system.

Revolutionise Your Workspace with Digital Documents:

Embrace the future of document management by going digital. Our professional document digitisation services eliminate the need for physical storage, freeing up space and reducing clutter in your office. Transition to a more efficient, secure and environmentally friendly way of handling documents. With our outsourced scanning services, you’ll experience the peace of mind that comes from having your documents scanned, digitised, backed up and protected from the risks of physical damage or loss.

Document Digitisation – Scanning Your Paper Records:

When a client opts for our document digitisation service, we take your paper documents and convert them into digital PDF files for instance. Whether it’s a single-page invoice or a multipage contract, we handle each document with care. This document scanning process ensures that your documents are preserved in a digital format, making them easily accessible and shareable.

This process not only preserves the content but also enhances it. Your documents are now safeguarded against the ravages of time, including fading, wear or loss. No more rummaging through filing cabinets or stacks of paperwork, no more dedicated storage and associated costs.

Finally, in this scenario, the original paper documents are then returned to the client.

Document Digitisation – Scanning and Secure Shredding:

In this scenario, we not only digitise your paper documents to PDF or any other format, but also securely shred the original paper documents. This approach combines the benefits of our professional digitisation services with enhanced confidentiality and space-saving advantages in addition to the lower cost and convenience of not having to return the original paper documents to the client.

You maintain the digital copies, ensuring quick retrieval while eliminating the risks and costs associated with physical document storage. Once our document scanning service is complete, we securely shred the original documents.

Document Digitisation – Scanning, Shredding and Excel Data Entry:

In addition to the previous steps we extract the contents from the digital PDF files and meticulously enter them into an Excel spreadsheet. This service transforms the PDF into structured, organised and information ready data. The structured data in Excel opens up a world of possibilities. You can now easily perform data analysis, generate reports and make informed decisions with a few clicks.

No more deciphering handwritten records. Your paper documents are not just digitised but turned into actionable, structured data that empowers your decision-making process. Experience the ultimate in data efficiency with us.

Let’s elevate your data transformation to a new standard today with our professional document digitisation services. Contact us via the contact form at the bottom of this page or email us directly at hello@excelnexus.co.uk

Document Digitisation Services – Careful Considerations:

To provide a clearer understanding of how outsourcing the digitisation of paper records works, consider a common scenario we encounter. A doctor’s surgery with tens of thousands of archived patient records, all on paper, each patient with several, sometimes dozens of pages. These archives are stored off site, attracting what can be quite expensive storage fees.

Post-scanning, we initially have files like PDF 1, PDF 2, PDF 3 etc.

PDF 1 could contain 1 page whereas PDF 2 could contain a dozen. We ensure, in these scenarios, all pages within the PDF are directly related to the patient. You certainly wouldn’t scan on an individual basis with multipage documents as you will end up with an absolute horror show.

To clarify, each single PDF file contains only the relevant data and not spread over several different PDF files.

Identifying individual patient records from this sequence is impossible without a structured system. Fortunately, these records contain unique patient numbers. We use these to rename the files – say, PDF 10056, PDF 11099, PDF 13072, and so on.

But how do we match the number to a patient?

The solution is an Excel file, where we create a directory. This file has columns for patient numbers and rows for patient details (name, address, gender, age, etc.). With a simple lookup function, entering a patient number instantly retrieves all relevant details, eliminating the need for endless searching.

Within this Excel file you can now perform analysis, how many patients, male to female ratio, average age etc. This customised Excel file can be for any type of digitised archive, whether it’s a doctor’s patient medical history or an archived energy bill.

While it might seem like an additional step, we highly encourage all clients to consider the following document scanning services:

Do you need an efficient file naming convention?
Do you need to quickly locate a specific digitised document?
Do you need to perform analysis on any or all digitised documents?

This scenario isn’t unique to healthcare; it applies across all business sectors. A well-thought-out approach to document digitisation can save time and streamline data management, no matter the industry.

At EXCEL NEXUS, we tailor our document scanning services to your specific needs, ensuring that you get the precise level of support required to optimise your data management processes. Whether you choose one of these scenarios or a combination, we’re here to unlock the power of paperless efficiency for your business.

Upon completion of the digitisation service, we can upload the folder containing the newly created PDFs, along with the optional Excel file, to a shared hosting service such as OneDrive or SharePoint for instance, or transfer the data to a secure USB drive and send it via courier.

Additionally, find out how our scalable UK data entry services are perfect for businesses of all sizes.