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.

IMI Case Study

The challenge

IMI is a world-leading manufacturer of pneumatic and electric motion control solutions. With their main headquarters located in Birmingham, IMI’s roots date back over a century in the UK, North America and Germany.

In the autumn of 2023, one of IMI’s UK manufacturing facilities contacted Paper Escape to enquire about digitising the contents of more than 300 HR files of approximately 50 sheets per file, to streamline office processes and reduce the admin burden.

A mix of A4 and A5 files required scanning and digitisation: 16,550 sheets in total. Scanned documents would then need to be indexed into sub-sections and sub-folders for easy retrieval by employees. The original files could then be securely destroyed.

The solution

As an end-to-end document management solution, we were able to take on the entire project, from start to finish, beginning with complimentary collection of the paperwork from the client’s base in Lichfield.

A total of eight archive boxes were filled, packed and securely transported via our tracked van to our document scanning and storage facility, which is protected by monitored CCTV, key-coded and biometric entry access to provide total peace of mind for our clients.

The Paper Escape team prepared the files for scanning – again, we offer preparation as a complimentary service – and our state-of-the art Kodak i5000 Series scanner models swiftly digitised each document into a searchable PDF. We then indexed the files into sub-folders, which allowed for the preservation of pre-existing sub-folder divisions within the original paper files.

Once digitised, documents can be uploaded to the client’s existing Cloud storage such as OneDrive, SharePoint, G-Drive, on to flash drives, or to Paper Escape’s document storage Cloud as per the client’s choice. IMI opted for a free upload to their existing Cloud storage solution.

The original documents were then destroyed via our secure and confidential shredding service, and a certificate of destruction issued for IMI’s records to complete the legal audit chain.

The Result

The HR team at IMI were delighted with the results of the project, saying that for the first time ever, they were able to quickly navigate employees’ files. With a fully digital system, staff have been able to convert other previously paper-based processes to digital, which has supported the upskilling of teams and bought back precious productivity time.

IMI HR Officer Samantha Gudsell said: “Utilising Paper Escape with our digitalisation project has been quick, easy and hassle-free.

“We received our files back in good time and Paper Escape have a system in place where you can still access them at any time through the process, which provided us with lots of reassurance. We wouldn’t hesitate to use Paper Escape again for similar future projects.”