I only have a small number of files. Can Paper Escape help digitise these?

Yes, we take on projects of all sizes.

We want to go paperless, but don’t want to change our current processes. Can you help?

This is what we specialise in. Our solutions don’t require any additional IT software or training and you don’t need to change a thing about the way your business currently operates. We tailor our solutions around your existing systems and processes.

Do I need to remove staples and paper clips?

Unlike many of our competitors, standard preparation is included free of charge as part of our service. We remove staples, paper clips, post-it notes and straighten edges, ensuring a smooth batch scanning process.

Do I need to box up my paperwork before arranging a collection?

All documentation will need to be stored in some form of archive box or container for transit purposes. We can supply archive boxes prior to, or upon collection, or you can use your own boxes, providing they are strong and secure. If you already have an account with Paper Escape, you can order boxes from our support page.

Fletchers Group Case Study

The challenge

Fletchers Group comprises a number of law firms and brands specialising in medical negligence and personal injury. With a history spanning more than three decades, Fletchers is a busy, reputable business employing more than 900 people across offices in Manchester, Liverpool, Leeds, Southport, Bolton and Cambridge.

We were happy to help when Fletchers came to us after acquiring another legal business with the request to digitise documents from the incoming firm. A total of 137 standard size archive boxes filled with mostly A4 paperwork needed to be scanned to ensure a smooth transition for client files to the new business.

Paper Escape works with more than 300 legal businesses, so we were well placed to understand Fletchers Group’s needs. We knew that speed of document scanning, along with accuracy and complete confidentiality, would all be priorities. As an industry leader in document scanning, we were confident we could meet Fletchers’ needs.

The solution

We began with complimentary collection of the files from the Group’s Southport office, using two tracked vans to securely transport 137 archive boxes to our purpose-built facility in the Peak District. Our specialised document storage unit is fitted with 24-hour CCTV as well as key-coded and biometric entry access to guarantee the highest level of security for our clients.

The paperwork – mostly A4 sheets – was prepared for document scanning and digitisation. We used our state-of-the-art Kodak document scanners to digitise the contents of each box: a grand total of 390,450 sheets.

Once the documents were digitised, we then indexed files into folders and sub-folders. Around 1,774 files were indexed, and 8,870 sub-folder indexes were created. Using our industry expertise, we implemented barcoded header template sheets so that files could automatically be routed to the correct case handler’s system once uploaded, streamlining the process of locating files.

Scanned documents were uploaded to Fletchers Group’s existing Cloud storage and the original documents were returned to the office in our secure tracked vans once the project was complete.

The result

Fletchers and Paper Escape agreed the plan for document scanning and digitisation and Fletchers sorted each file into section order to prepare them for digitisation. The Paper Escape team then undertook the task of sorting and digitally converting the paper client files from Fletchers recent acquisition of another law firm into their group.

The result: Fletchers were able to consolidate the data from the paper files alongside the existing digital data on their case management system, so that a single digital full copy of each client file was available to the lawyers. This has allowed the teams to conduct their cases more efficiently.

On completion of the project, the client was very happy with the results. Director of Mergers and Acquisitions Integration Dan Taylor shared the following feedback:

“The scanning and digitisation service provided by the Paper Escape team was clear and straightforward with great communication throughout the process for our paper file digitalisation project.

“This was the first time we had used such a service and the process was explained to us throughout with our queries being dealt with quickly to provide a turnkey solution in line with our business requirements.”