Document Scanning & Archiving
SOS Systems delivers intelligent document scanning and archiving solutions that help businesses digitise and safeguard their most important data.
With decades of experience, we support organisations across the legal, education, insurance, construction and automotive sectors, transforming traditional document storage into efficient, searchable, and secure digital systems.
We understand that for many, scanning is more than a technical process; it’s a critical step in protecting sensitive information, streamlining operations, and reducing reliance on physical paperwork. Our services are built around security, precision, and sustainability, offering a tailored end-to-end solution for your business.
Scanning Services
From small receipts and payslips to oversized plans and fragile materials, our Canon-powered scanning systems and trained technicians handle documents of any size, condition, or complexity. Each project is meticulously managed. Documents are prepped, scanned, image-checked, and delivered to you in your preferred format: cloud-hosted, on encrypted drives, or integrated into your existing document management platform.
On-site scanning is also available for clients with strict data privacy requirements, ensuring that sensitive materials never leave your premises. Whether your data is scanned remotely or on-site, it remains encrypted throughout every stage of the process, from pickup to delivery, maintaining the highest levels of security.
Start Scanning
Storing physical documents is no longer efficient or secure.
With rising storage costs, limited office space, and increasing security threats, SOS helps businesses take control of their archives by digitising hardcopy files into structured, searchable databases. Our electronic archiving services include tagging, indexing, pagination, and creating keyword-searchable formats, all of which are accessible on demand.
Documents are returned in their original format post-scan or securely destroyed with certification. For ongoing access, we provide options for cloud storage, FTP integration, and electronic review platforms, all designed to reduce paper waste, improve collaboration, and enhance document security.
Why Choose SOS?
We’re proud to be ISO 9001 accredited, ensuring consistent quality management throughout every stage of our document handling process. Our services also support your sustainability goals, scanning and archiving significantly reduce your business’s carbon footprint by eliminating unnecessary paper use, energy storage, and transportation emissions.
From the legal firms of London to nationwide multi-site operations, our clients trust us to protect their data and futureproof their document workflows. Let SOS Systems help you unlock productivity, enhance security, and move confidently into a digital-first future.
As an ISO 27001 accredited provider, we adhere to internationally recognised standards for Information Security Management Systems (ISMS). This means our procedures, systems, and staff are rigorously aligned with best practices for data protection, risk management, and business continuity.
Whether we're digitising sensitive records through our scanning and archiving services or handling large-scale document workflows, security is at the core of everything we do. From encryption during transfer to secure storage and controlled access protocols, every part of our scanning workflow is designed to uphold the highest standards of data security and GDPR compliance.
Benefits of Our Document Scanning Services
Accessibility of Documents
Documents that are efficiently filed away in a digital format are quick and easy to search for and locate, especially compared to physically searching through an excess of documents and paperwork. This accessibility makes document scanning a more time-efficient method of document storage, enhancing the productivity of your team in the process.
Cost Savings
Paperwork can be expensive to store and protect. By scanning these documents and turning them into digital versions, there is no longer a need for physical storage space for these items meaning office costs, office space, and materials will be at a lower cost to your company and your environment will be far less cluttered in the process.
Enhanced Security
Whereas physical documents are susceptible to being damaged, lost, destroyed, or stolen, scanned documents are in a digital form and can therefore benefit from features such as encryption and access controls, keeping your sensitive information safe and sound on your computer.
Sustainability
For eco-conscious businesses looking for a ways to improve their sustainability, digital document storage is a fantastic eco-friendly change from physical document storage. Digitisation reduces paper use, cutting down on deforestation and paper waste. It also requires fewer office resources such as ink and filing supplies and minimises the energy consumption and carbon emissions associated with document printing.
Our flexible service can be configured to suit your specific data storage needs:
- Scan to SharePoint
- Scan to encrypted NAS or Hard Drives
- Scan to Cloud Document Management Software for digital workflow or retrieval
- Scan to FTP Site
There are also a range of choices in terms of the format, file types and resolution you would like the information presented in.
Once scanned, we can offer a collect and remove shredding service and provide the certification the information has been destroyed safely and securely.
We are IS0 9001 accredited to ensure quality management throughout the process.
What is Document Scanning?
In short, our document scanning service converts your cumbersome paper documents into a convenient, space-saving electronic archive. From start to finish, the process involves just four easy steps:
Collection
On a day and time of your choosing, our friendly team will visit your site to collect your documents. We will then transport these documents straight to our secure depot to prepare them for scanning.
Preparation and Scanning
We will start by removing any staples and paperclips from your documents to prepare them for scanning. We will then organise the documents and subsequently proceed with scanning them through our high-speed scanning machines.
Delivery
Once the documents have been scanned, we will return your digitised copies to you in your preferred format: a password-protected disk, a password-protected hard drive, or a secure, password-protected online hosting platform, enabling you to access your data anytime, anywhere.
Archival or Destruction
After scanning your documents, we can return your original paper copies to you, store them in our secure archive, or safely destroy them and issue you a certificate of destruction. The choice is completely yours.
Interested in learning more about solutions tailored to your business?
