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".
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Do you offer a scanning service?Yes, we offer a comprehensive scanning service. This includes small format documents, to scanning archive boxes, drawings to digital capture of microfilm and microfiche if required.
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Is there a minimum quantity for your scanning services?No, we can cater from small projects to large scanning projects.
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What type of documents can you scan?Small format to large format drawings to the capture of microfilm, microfiche or aperture cards if required.
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What locations do you cover?We currently service customers in Cardiff, South Wales , Bristol, Gloucester, Swindon, Oxford, Newport and Swansea.
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How do we access documents that are stored at your facility?You can use our bespoke customer portal (MDSS-Portal.co.uk) to request retrieval and delivery of your documents. Alternatively, you can request to have a file / box available for collection please send an email to requests@themaltingsdss.co.uk quoting your account number.
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Can you advise on destruction costs?Please contact us on enquiries@themaltingsdss.co.uk to find out our latest charges for all your destruction requirements.
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What areas do you service and how frequent?Daily Service – Cardiff, Newport City, Caerphilly, and surrounding areas. Monday, Wednesday, Friday – Vale of Glamorgan, Bridgend, Swansea, and surrounding areas. Tuesday, Thursday – Bristol (Tuesday only), Cwmbran, Aberdare, Merthyr Tydfil and surrounding areas.
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How do you register the files / boxes following uplift at your facility?All files / Boxes are crossed referenced with our own bespoke inventory system and labelled with a unique QR code for referencing.
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Who do I contact to request boxes for collection?Please use our Portal, or contact one of the processing team on requests@themaltingsdss.co.uk.
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Can you store Wills and Deeds?Yes, we can assist with the storage of wills and deeds. The vast majority pf our legal clients store wills and deeds within our increased fire protected storage unit (which have a 3 foot thick concrete floors and ceilings, fire panelled walls and 5 hour fire rated doors). This unit is also temperature and humidity controlled.
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Can I see what files and boxes that are in storage at your facility?Using our customer portal will provide you with live updates of your holding with ourselves. Our Customer Service Team are available to provide you with this information should you require their assistance.
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Can I visit the facility to access and check my files / boxes?Whilst we encourage visitors to our site, we cannot allow visitors to access our units, due to our units being communal storage. We can retrieve requested boxes / files for viewing in our office should you require this.
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Can I access my documents on a same day basis?Whilst we do not operate a same day service as standard, our Customer Service Team are available to discuss any options should an urgent request be needed. (Please note that this service may carry additional charges).
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Do you offer a same day retrieval service?Whilst we do not operate a same day service as standard, our Customer Service Team are available to discuss any options should an urgent request be needed. Please contact them directly. (Please note that this service may carry additional charges).
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Do you provide a report on boxes stored at your facility?Using our customer portal will provide you with live updates of your holding with ourselves. A full inventory can be obtained from our processing team. Please email requests@themaltingsdss.co.uk.
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How do we get documents files to your storage facility?We provide a collection and delivery service. One of our team of driver archivists will attend your office to collect your documents in a safe and secure manner. Please email requests@themaltingsdss.co.uk with any service instructions.
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Are there special boxes that we need to use for our documents and files?We can supply boxes that fit onto our bespoke racking system, with the following dimensions 45cm (L) x 36cm (W) x 27cm (H). Minimum order 10. Other boxes can be used, but we ask that they stay within the measurements.
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What are your storage costs?We offer bespoke storage packages to all our customers, depending on their requirements. Contact us for more information.
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Is there a minimum storage cost?Yes there is. This equates to the same cost as storing 50 boxes (with increments only occurring once this threshold is surpassed).
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What is your cost to move from an existing supplier to yourselves?Our cost is negligible as we endeavour to bring in all transferred documents to our facility at our cost.
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How will a move from an existing supplier impact our access to documents?Our system will update the live information, and if you are using the portal, once the box / file is on the system, you are able to book it out. We process all boxes the same day they come into ourselves.
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Do you have an online portal?Yes. It is bespoken to our company and has taken over two years of development to have it up and running.
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What locations do you cover?We currently service customers in Cardiff, South Wales , Bristol and Gloucester.
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Can you let me know what Accreditations you have?MDSS carry ISO9001 Quality Management system, ISO14001 Environmental Management, ISO45001 Standard for H&S at work, ISO22301 International standard for business continuity Management, ISO Information Security Management, Safe Contractor Accreditation and Cyber Essentials Plus.
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We are on the 3rd floor of a shared building, can you collect from the 3rd floor?If you have lift access to any floor above the ground floor, then we will be able to collect any number of boxes / files. If not, we will be unable to collect the boxes as part of the Health & Safety Policies and Procedures we have adopted. We have contingencies in place to circumnavigate these issues, and are happy to discuss further, should this be the case.
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What security is in place at your facility?Full CCTV Coverage, Perimeter Fencing, Fob Access Entry System, 24-Hour on-site security, Tracked Vehicles, Individually Locked Units and all our operatives are DBS checked.
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How exposed are we to the Maltings increasing prices?Historically, we have only increased our storage charges twice in the last 20 years, as we strive to continually offer cost effective storage solutions to our customers. In 2024 we have decided to implement very small annual increases ongoing. This taking into consideration cost of inflation and increased costs.
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What is the process of terminating the contract?As per our standard terms, we would require 3 months’ notice to terminate, plus there would be a permanent removal charge of £3.50 per box. This is industry standard and covers the labour intensity of extracting the boxes from storage, readying the boxes for collection and carrying out the back office work of purging the information from our systems, audit checks, etc.
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How will we be invoiced?Currently, our invoices are raised in arrears monthly, with 30 days to pay.
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How do we make a payment?Instructions on how to pay are included in your monthly invoice.
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What are your payment terms?30 days.
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Will we be in contract with yourselves? If so, what is the duration period?All new contracts are 12 months, but we are willing to negotiate longer contracts to help plan future expenditure for your company.
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Can you provide IT destruction? What IT equipment can you destroy?Yes, we provide a complete IT destruction service. Items are as follows: Laptops, PC towers, keyboards, phone, monitors, computer mice and cables etc. We are compliant with WEEE. Waste Electrical and Electronic Equipment.
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Do I receive a certificate of destruction for sacks / documents that are shredded?Yes, all confidential shredding is supported with a certificate of destruction on completion.
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When do you destroy boxes against the indicated destruction dates? Do you dispose of documents automatically or do you notify the client?We do not automatically destroy any boxes. We must have written instruction from our clients to destroy boxes for them, and unfortunately, we do not contact clients automatically.
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Can you shred / Destroy cardboard?We do, it can be included in our confidential paper waste and recycled.
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Can we request for documents to be destroyed by yourself without return to us?Yes, you can. We would need written permission to carry this out and will provide relevant paperwork for the whole audit trail.
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What are your shredding charges?It depends on the quantities for destruction, please contact us for more information.
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Is the shredding / destruction done at our premises?All shredding is done away from the clients premises under secure and confidential conditions.
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How do we arrange for you to visit to empty the bins and how many days do we have to wait?Shredding Bins & Consoles are usually on schedules and collected automatically within the agreement. To arrange a collection outside of your agreement, please contact us, or utilise the portal for an extra collection.
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For the bins to be emptied, do they need to be placed in reception or can they be left where located around the office?They can be left in situ, our staff will remove them and replace with a completely empty bin.
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What size are your storage bins?Our storage bins are 120L capacity.
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Do you provide Console Units?Yes, we can supply secure lockable console units. These are available in either Beech or White. Contact us for more information.
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Do we have to remove staples, clips, cardboard backing sheets or plastic covers etc?No, the shredding machine breaks these up, and the remnants are separated to avoid contamination.
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Are the bins locked? If so, will we have a key to gain access in case something is placed in the bin by error?Yes, they are locked, and you will receive a key for any errors that may occur.