Professional
Document Scanning
Security, Accuracy, and Efficiency: Your Priorities, Our Expertise. We are based in Cardiff, but serve clients all over the UK.
At The Maltings Document Storage Solutions (MDSS), we understand that your documents are vital to your daily operations. Managing extensive volumes of paper records - whether standard documents or specialist formats - can be a time-consuming and costly task.
That’s why we offer comprehensive document scanning services tailored to your business needs, helping you streamline operations, reduce physical storage costs, and improve access to essential information.
Our Document Scanning Services
No matter the volume or industry, MDSS delivers accurate, secure, and compliant scanning solutions that meet regulatory and operational requirements.
In addition to standard document scanning, we provide specialist digitisation services for a wide range of formats.
Core Scanning Sevices
Our primary focus is on standard document scanning and digitisation, supporting businesses that need to process high volumes of paper files quickly and securely. Whether you have confidential client records, HR files, invoices, contracts, or operational paperwork, we scan your documents to a high-quality digital format - allowing you to access, manage, and share files more efficiently.
Mircrofilm Scanning
At MDSS, we provide specialist microfilm scanning services designed to help organisations securely convert historical and archived microfilm into high-quality digital files. Whether you manage archives in a library, government department, or corporate environment, we deliver accurate and efficient microfilm digitisation tailored to your needs.
Microfiche Scanning
We offer professional microfiche scanning services that enable organisations to convert historical microfiche archives into high-quality digital files. Whether you're managing legacy data or vital business records, our secure scanning solutions ensure easy access, long-term preservation, and compliance with data protection regulations.
Aperture Card Scanning
We specialise in aperture card scanning services, helping organisations convert their physical engineering and technical records into high-quality, easily accessible digital files. Whether you manage legacy archives or ongoing technical documentation, our secure and efficient scanning process ensures preservation, accessibility, and compliance.
Large Format Scanning (up to A0)
We provide large format scanning services for documents up to A0 size, including architectural plans, engineering drawings, construction blueprints, and design schematics. Our high-resolution scanning ensures accurate, detailed digital files that support remote collaboration, secure archiving, and easy document retrieval.
Document Preparation
An essential yet often overlooked step, document preparation is crucial to achieving accurate scans. Our experienced team removes staples, clips, tape, and post-it notes, flattens folded pages, and repairs damaged documents - ensuring the best possible scan quality.
High-Volume Document Scanning
We provide high-resolution scanning for both black-and-white and colour documents. We scan in your preferred format (TIFF or PDF) - and offer additional features such as:
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Blank page detection and removal
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De-skewing and de-speckling for image clarity
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Colour correction and image enhancement
Indexing & Data Capture
We offer both manual data entry and advanced OCR (Optical Character Recognition) to create accurate, searchable digital files. Our capabilities include:
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Full-text OCR for searchable PDFs
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Zonal OCR
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Custom indexing aligned to your retrieval and compliance needs
Our Scanning Process
We take pride in delivering a seamless and secure experience from start to finish. Our proven process ensures your records are digitised to the highest quality while maintaining full confidentiality and data protection.
Secure Offsite Scanning at Our Cardiff Facility
Most clients choose to have their documents collected and transported back by our team, to our secure scanning facility in Cardiff, where they are handled with the utmost care and confidentiality. Our site features 24/7 monitored security, ensuring complete protection throughout the scanning process.
Onsite Scanning for Sensitive or Restricted Records
For records that cannot leave your premises, we offer onsite scanning services. Our team arrives fully equipped and can begin scanning quickly with minimal disruption to your operations.
Flexible Scanning Options
Secure Cloud Storage for Easy Document Access
Once your documents are scanned, having a reliable and accessible storage solution is key to ensuring your information remains secure, organised, and easy to retrieve. At MDSS, we offer secure cloud storage options that allow you to store, access, and manage your digital records from any location, supporting both in-office and remote working environments.
Key Benefits of Cloud Storage with MDSS
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24/7 Access: Retrieve files securely from any authorised device, whenever you need them.
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Controlled User Permissions: Manage who can access specific documents to ensure confidentiality and compliance.
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Automatic Backups: Your digital records are protected with regular backups, safeguarding against data loss.
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Scalable Storage: Flexible storage options that grow with your business needs.
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Compliance-Ready: Our cloud storage solutions align with GDPR and industry-specific regulations, helping you meet your compliance obligations.
Whether you’re digitising a small archive or scanning thousands of records, our cloud platform offers a convenient and secure way to manage your digital documents long after the scanning process is complete.
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The Benefits of Digitising Your Documents
Digitising your records with MDSS offers a range of long-term benefits for your organisation:
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Optimise office space by reducing the need for physical storage.
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Lower paper handling and storage costs.
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Enable secure, remote access to essential documents for hybrid working teams.
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Strengthen disaster recovery planning and ensure robust data protection.
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Improve compliance with document retention policies and data regulations.
Space Saving
Scanned documents eliminate the need for physical storage space, reducing clutter and freeing up valuable office space.
Easy Access and Retrieval
Digital documents can be quickly and easily accessed through keyword searches, OCR (Optical Character Recognition), making it much faster to find and retrieve specific information compared to physical documents.
Disaster Recovery
Digital copies serve as a backup in case of disasters such as fires or floods, ensuring that critical documents are not lost.
Environmental Benefits
Reducing the use of paper through scanning contributes to environmental sustainability and a smaller carbon footprint.
Our team is dedicated to providing you with top-tier data Scanning Solutions. We're here to transform your paper-based challenges into digital opportunities and help you streamline your Data Management Processes. Let us assist you in achieving your Scanning and Document Management goals.
Meet the Document Scanning Team
Describe the team member here. Write a brief description of their role and responsibilities, or a short bio with a background summary.
Taylor Quill
Position / Role
Describe the team member here. Write a brief description of their role and responsibilities, or a short bio with a background summary.
Alex Smith
Position / Role
Describe the team member here. Write a brief description of their role and responsibilities, or a short bio with a background summary.
Morgan James
Position / Role
Committed to Confidentiality
Our unwavering commitment is to offer our valued customers a sense of absolute security and peace of mind. To achieve this, we have meticulously established a set of policies and procedures designed to safeguard the privacy and security of your documents.
We recognise the sensitivity of your data. If you would like to request a formal confidentiality agreement, we are more than willing to accommodate your needs. Your trust and privacy are paramount to us, and we take every measure to ensure your peace of mind when it comes to document security.
Please find the full list of our Certifications here.
Collection and Preperation
We have the capability to schedule the retrieval of documents from our local clients. Upon collection, a collection note will be provided, featuring a distinctive reference number for easy tracking and identification.
Scanning and Indexing your Files
Our skilled scanning team utilises advanced equipment with intelligent settings to ensure thorough document scanning, leaving no room for oversight. Following scanning, electronic files are meticulously indexed with essential data such as client surnames or reference numbers. Indexing is a crucial part of our process, and we collaborate closely with clients to determine the most effective indexing methods for easy future reference.
Quality Checks
Before storing electronic files on a disc, all electronic files are put through a series of checks to ensure that any errors are corrected.
Files are Digitised to Disc
Prior to archiving electronic files onto a disc, a comprehensive series of checks is conducted to rectify any errors and ensure data accuracy.
Delivery of your Electronic Files
If you wish, one of our team members will deliver the completed CD-ROM or DVD by hand once it has been completed.
Scan on Demand
We offer clients the choice to store their documents off-site and regularly scan frequently accessed documents for electronic delivery. Typically, documents that are rarely accessed are not scanned unless specifically requested.
Retrieval Service
Documents are securely stored at our onsite facility in Cardiff until they undergo scanning and preparation. In case of urgent needs before the completion of the scanning process, we can promptly locate, scan, and email the file. Alternatively, we offer the option to return the physical file to you the following day.
Committed to Confidentiality
Our unwavering commitment is to offer our valued customers a sense of absolute security and peace of mind. To achieve this, we have meticulously established a set of policies and procedures designed to safeguard the privacy and security of your documents.
We recognise the sensitivity of your data. If you would like to request a formal confidentiality agreement, we are more than willing to accommodate your needs. Your trust and privacy are paramount to us, and we take every measure to ensure your peace of mind when it comes to document security.
We have the capability to schedule the retrieval of documents from our local clients. Upon collection, a collection note will be provided, featuring a distinctive reference number for easy tracking and identification.
Collection and Preperation
Our skilled scanning team utilises advanced equipment with intelligent settings to ensure thorough document scanning, leaving no room for oversight. Following scanning, electronic files are meticulously indexed with essential data such as client surnames or reference numbers. Indexing is a crucial part of our process, and we collaborate closely with clients to determine the most effective indexing methods for easy future reference.
Scanning and Indexing your Files
Before storing electronic files on a disc, all electronic files are put through a series of checks to ensure that any errors are corrected.
Quality Checks
Prior to archiving electronic files onto a disc, a comprehensive series of checks is conducted to rectify any errors and ensure data accuracy.
Files are Digitised to Disc
If you wish, one of our team members will deliver the completed CD-ROM or DVD by hand once it has been completed.
Delivery of your Electronic Files
We offer clients the choice to store their documents off-site and regularly scan frequently accessed documents for electronic delivery. Typically, documents that are rarely accessed are not scanned unless specifically requested.
Scan on Demand
Documents are securely stored at our onsite facility in Cardiff until they undergo scanning and preparation. In case of urgent needs before the completion of the scanning process, we can promptly locate, scan, and email the file. Alternatively, we offer the option to return the physical file to you the following day.
Retrieval Service
Serving Industry Leaders
Burnett Davies
"We engaged the services of The Maltings following issues we experienced with a national storage company. The Maltings were only too happy to help and give advice to us.
We found staff at The Maltings to be professional, courteous and very helpful. They gave details of their fair and transparent pricing structure and we felt confident enough to formally take up their services".
BPU Chartered Accountants
"I would absolutely recommend The Maltings Document Storage Solutions. They have built a solid reputation on their reliability, efficiency and friendliness. The staff are extremely helpful, not to mention cheerful, and if I need a document retrieved, it’ll be with me the next day".
Linc Cymru
Referencing the MDSS Portal; "It really is a good and easy thing to use".
Wayne Assiratti, Asset Technical Assistant
"The Maltings were very professional with picking up drawings to be scanned and ensuring that our specific indexing for the drawings was followed exactly. The experience was easy, communications were clear and concise as to when we were to expect delivery of our scanned drawings. An excellent service. Many thanks".