Live Scanning Process
Be Agile.
Be Secure.
Be Efficient.

Live File Scanning Process for the Legal Sector

Restore can collect files from your site using our fleet of branded vehicles all GPS tracked. Drivers names will be provided in advance and they will arrive in Restore branded uniform, carrying ID.

A manifest is asked for on arrival, and boxes barcoded. This allows the driver to zap the barcodes, as the boxes are loaded onto the van beginning the complete audit trail of files.

Boxes are again zapped off the van and into our warehouse, which is managed by Restore Records Management. Our internal systems will then record where the item is stored, and who in the team managed the process. This continues throughout the scanning process, with the barcode being zapped and location, date, time, and team member involved always being recorded.


If your files are with Restore Records Management, the audit trail is simpler, as the same systems are used and/or integrated across the Restore Group.  

Live file scanning – the Restore added value

Restore guarantee a quick turnaround – ensuring minimal time away from the fee earners until the digital copy is available

Quick Turnaround

Restore guarantee a quick turnaround – ensuring minimal time away from the fee earners until the digital copy is available.

Identifying and sorting of sealed deeds

Sealed Deeds

Identification, out sorting and cataloguing of sealed deeds.

Easy electronic document management

Easy to Navigate Digital Files

File digitalisation to fee earners specification, to ensure ease of use, easy to navigate digital files.
 

Fragile document handling services

Fragile Document Handling

Fragile or historic document handling by our specially trained team.

Long term storage for file available

Long Term Storage

Reconstitution of paper files for long term storage if needed.

Restore are accredited to multiple BSI standards

Accredited

BS 10008 accredited – evidential weight and legal admissibility of electronic information.

Our scanners

Restore use industry-leading, top of the range scanners which can:

Quality Control

As we scan images, we view images on an inbuilt monitor. This provides for 100% QC.  We also check the scanned image structure. Ensuring section and document splitters are being recognised. 

Various Document Types

Scan documents of a range of sizes and thickness.

Automatic Detection of Multi-feeds

Automatically detect a multi-feed. With five sets of multi-feed detection sensors, eliminating errors.  

By default, we scan images at a resolution of 200dpi in black and white. But we can work to your specifications or test the dpi as part of the sample process. 

Once scanned, the images are immediately exported into a quality control platform. Operators check for folded pages and images that are not correctly scanned. We then rescan the batch if needed.

Our scanner operators will perform regular calibration checks on the scanners.  

Book scanning

Book scanning is undertaken generally in historical preservation projects. Often, we cannot cut the original book, so the pages cannot go through a regular high-volume scanner. 

We can slice the spine of the books for reduced costs. So that the pages can go through the high-volume scanner if required. But often we need to keep the original book intact. 

Our book scanners have a glass plate for perfect scans in flat mode and a motorised book cradle. It takes less than three seconds per scan. Our software allows for auto-crop and deskew, and automatic book fold correction. All our booker scanners have monitors. This allows initial quality control checks on all images produced. 

During the image capture process, we incorporate data into the filenames. For example, volume, chapter, and page number. 

With fragile collections, our scanning team are fully trained. They wear appropriate gloves and store the books in the appropriate temperature.

Fiche/film scanning

Our scanning process separates the film capture from the film processing. This speeds up the rate of image capture. It allows scanners to run at fully rate speed regardless of any detection image processing or enhancement. This transfers the advanced skills needed to produce high-quality output. From the scanning device to the quality assurance process.

This method allows the scanning operator to make the best use of the scanning equipment. Maintains throughput and ensures that the best quality is always produced.

We set the scanners at 300dpi but will scan dual-stream. Ie we will produce both a bitonal and greyscale version of every image. We review each image as part of the quality assurance process. The best version is indexed to the correct image folder. We save images retrospectively according to size. Starting with 35mm captures followed by the 16mm captures to review.

Image dimensions reflect the dimensions of the original material. Each will contain a black border as evidence of the capture of the whole image. Upon verification of quality, we accept the images. We then save against each application’s file number. We automate this whole process. We configure the scanner to meet specifications.

What other services does the Restore Group offer the Legal Sector?

Secure Hard Copy Mail Destruction

Once digitised hard copy mail that does not need to be retained can be securely destroyed by Restore Datashred.

Restore Datashred

Securely destroy unneeded hard copy mail, once digitised.

Find out More

Don't Scan Files you don't Use

Never scan files that you don’t use, but simply need to retain for legal reasons. Restore Records Management is perfect for this archive, allowing you to just digitise those that will add real value to your organisation.

Restore Records Management

Store your archive files and only digitise those you need.

Find out More

Find out more… Read one of our latest blogs

If you work for a legal firm, is your home secure enough to work in?

Increasingly homeworking looks to remain at least part of our working lives, we need to make sure the home...
Law firms announcing a permanent shift to homeworking

Some of the UK's top law firms have announced a cultural shift in working, away from office-base to remote...
contact call0333 043 5498