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.

Grand Central Rail Case Study

The challenge

Grand Central Rail is part of the Arriva Group, which is one of Europe’s leading providers of passenger transport. Arriva employs more than 34,000 people and delivers over 1.6 billion passenger journeys across 11 European countries each year. In 2022, Arriva began the process of centralising HR records from multiple office locations in the North of England.

A key challenge the business faced with the process was the variability in retention periods for specific files. A secondary challenge was a lack of structure within the personnel files that would make them easier to sort before files could be digitised – a task that would involve considerable resource to undertake.

The business decided that such a large sorting and digitisation task would be best tackled by a third party with all the relevant equipment, skills and resource, and got in touch with our team to discuss their requirements.

The solution

The following year, in 2023, Grand Central Rail confirmed Paper Escape as their chosen supplier for document digitisation of personnel files from the Northern office locations.

As specialists in document scanning, we were excited by the project and put together a plan for the client, which would involve sorting the personnel files into sub-categories so that each element – ID, holidays, attendance, etc – could be provided via separate PDFs as necessary.

Digitising documents and separating out certain sections of files so they could be easily accessed as and when required would enable Arriva to better manage retention periods for current staff, removing the onerous admin burden.

The Result

Grand Central Rail agreed the plan for document scanning and digitisation and the Paper Escape team undertook the task of sorting and digitally converting personnel files from multiple northern offices, many of which dated back several years.

The result: a modernised HR system enabling secure and rapid access to personnel files from multiple office locations, improving business operations and efficiency for Grand Central Rail.

On completion of the project, the client was very happy with the results, sharing the following positive feedback:

“The Paper Escape team have been very professional and great to deal with from start to finish for our paper file digitalisation project. Throughout the project they communicated and responded to all queries extremely efficiently, provided regular progress updates and delivered organised, high-quality digital scans of our documents in line with our business requirements.

“The project was also completed in a timely manner and ahead of the project schedule. I have already recommended Paper Escape to other departments across our business and would not hesitate to use them again.”