With a partnership arrangement with a UK leader in the field of outsourced document scanning and bureau services including off-site secure document storage and secure shredding, Equipment Rentals (UK) Ltd are well positioned to assist you at every stage in the document lifecycle. to find out more about these additional services please contact us.

To find out more about document management and to arrange for one of our document management specialist to visit your offices or for a web demonstration please contact us.

What are the benefits of digitising paper and film records?

Aside from the major benefits of saving time, space and money, your business could experience:
Better protection of important/legally required documents.
Improved ability to share information - scanned documents can be instantly emailed, printed or even accessed remotely via the Internet if required.
Disaster recovery - should the worst happen i.e. fire or theft, backed up copies of important information allows the business to continue with less disruption.
Standardisation of archived documents and better access with a fully indexed system.
Multiple User Access, creating a more integrated system of total document management.

Why use us?

The staff and buildings are approved to process sensitive information.
We provide a UK wide service with offices in Bedfordshire, Hull and Wolver Hampton West Midlands.
We have an exceptional quality record.
We offer a fast, efficient and personal service.

What scanning services do we offer?

All paper from post it notes to A4 paper and A0 drawings.
Aperture cards scanning.
Batches of mixed size sheets.
Book scanning.
Canofile scanning and conversion.
Colour and/or black & white.
Drawings or plans scanning up to A0 in size, virtually any length.
Invoices.
Legal documents.
Scanning of film; microfilm, microfiche.
Photograph scanning and 35mm slides.
Posters and maps.
Technical drawing scanning.
Technical reports.
Our technicians pride themselves on their ability to scan and capture almost all types of information, even the most challenging. We offer every client a service tailored to their requirements.

What is data capture?

Data capture allows data to be extracted, digitised and converted so that information can easily be manipulated, managed or edited.
Applications of data capture include:
Surveys and questionnaire results.
Mail shot response cards.
Mail shot "gone aways".
Converting a paper document.
Technical drawings to CAD format.
Capture data from invoices

Our use of the latest document scanning technology enables us the capability of scanning up to 500 images per minute, automatically recognising colour images and producing high quality scanned images.

Scanned documents are stored onto cd with searchable software. Once scanned, this means you can find your information very quickly, improving your customer service.

Equipment Rentals (UK) Ltd provides large format scanning services for drawing scanning and other large format documents up to A0 in size.

Confidential disposal is available for scanned documents or alternatively storage in the company's secure document archive facility, providing a fully managed archive service.
Please contact us for more details or a quote.

Important changes to the Data Protection Act

Businesses should be aware that in October 2007 new provisions of the Data Protection Act will come into force. The Data Protection Act was introduced in March 1998 to protect personal data and gives the right to individuals to obtain personal information held by companies and organisations about themselves. When it became law however, certain transitional periods were built into its implementation to allow businesses time to change their working practices and comply with the new regulations.

Under the initial ruling, all electronically held files which fell under the Act had to be made available to interested parties within a set time frame. Older files, not digitised, were exempt.

Under the October changes however:

• Older, non- digitised files will now have to be found for end-user reference within the same 40-day time frame as the electronically held files already covered under the Act.
• Failure to supply data within this timeframe is likely to be met with a significant fine;
• Most at risk are larger organisations where file volumes are largest - public bodies, the health service, legal firms for example
• Rulings on holding of data for set periods still apply and organisations need to be sure that there are comprehensive filing and retrieval tools in place to allow them efficient access to archived materials;

How the act will be enforced and the level of penalties for non-compliance are yet to be seen, however a review of your document management procedures and capabilities is best to avoid falling foul of this new regulation.