Experienced
30 Years of Proven Expertise
Security Guarantee
Security-First Document Management
Accredited for Excellence
Industry-Recognised Standards
Accredited Document Scanning Services in Crawley
Every accredited scanning project is built around your sector, your systems and your compliance requirements rather than a one-size-fits-all approach. From legal and finance documents to HR records, technical drawings and archives, the work is scoped by volume, sensitivity and retention rules — providing secure digital access, recovering office space and lowering the risks that come with paper.
Covering Crawley and the wider West Sussex area, BPMS pairs a high-volume production bureau with a consultative approach. We take time to understand how your records are used before assembling the right mix of on-site scanning, bulk scanning, scan-on-demand and storage, so the solution adapts to your business instead of constraining it.
Benefits of Our Professional Document Scanning Services
Instant Access and Easy Document Retrieval
Reduced Storage and Operational Costs
Secure, GDPR-Compliant Digital Storage
Improved Customer Experience and Efficiency
A Greener, Paperless Way of Working
Our Document Scanning Process From Collection to Digital Delivery
Secure Collection
We collect your records using vetted personnel and tracked vehicles to ensure complete security from the outset.
Itemised Logging
Every box and file is recorded at the point of departure from your premises for full traceability.
Secure Transit
Your documents are transported under strict security controls with a fully maintained chain of custody.
Reconciliation on Arrival
On arrival at our scanning bureau, all items are checked and reconciled against the original log to confirm nothing is missing.
Fully Tracked Chain of Custody
From collection to delivery, every stage is evidenced to ensure compliance, security, and complete accountability.
Our Document Scanning
Services Include
On-Site and Confidential Document Scanning Services
Secure on-site confidential document scanning with trained staff handling preparation, scanning, and secure destruction for regulated organisations.
Bulk Document Scanning Services
High-volume bulk document scanning transforms paper archives into searchable digital records, reducing storage costs and enabling instant access.
Legal Document Scanning Services
Secure legal document scanning that keeps records organised, compliant, and audit-ready for regulated organisations and law firms.
Large Format Document Scanning Service
Wide-format scanning of drawings, plans and maps larger than A3, delivered as TIFF, JPG or PDF up to A0 and beyond.
Book and Bound Document Scanning
Non-invasive scanning of bound books and documents into searchable PDF, JPG or TIFF, protecting fragile originals from damage.
Drawing and CAD Conversion Scanning
Convert paper drawings and schematics into editable CAD files, including .DWG and .DXF, ready for AutoCAD workflows.
Invoice Scanning and Data Capture
Invoice scanning and data capture for finance teams, HMRC-aligned and ready for automated, fully auditable accounts payable.
Scan on Demand Document Scan Service
Files stored securely and scanned only when you request them, spreading digitisation costs and returning digital copies on demand.
Document Scanning and Storage Services
Secure physical storage combined with rapid digital retrieval and managed archive destruction, freeing up valuable office space.
Why BPMS
Experienced
By putting your trust in BPMS you have access to decades of experience in working with clients both large and small in delivering document management solutions. We deliver and support the latest platforms and operate a fully staffed document scanning bureau housing the very latest equipment to deliver you a professional one stop shop for all your document and information management needs.
Security Guarantee
The security of your highly sensitive data, the cornerstone of everything you do, is central to everything we do at BPMS. All our personnel are subject to DBS checks and enter into a non-disclosure contract and our systems are continually subjected to the most strenuous testing.
Accredited for Excellence
Whilst maintaining the highest standards of security and professionalism across our entire business, at BPMS we constantly subject our systems, solutions and processes to external scrutiny and as a result we hold all of the necessary accreditations to ensure your total peace of mind.
File Formats and Output Options for Your Scanned Documents
A professional document scanning service has to deliver into the systems and formats your business already runs, not the other way around. Our document scan services support every mainstream output, including searchable PDF and PDF/A for long-term archiving, TIFF and JPEG for imaging, and CAD-compatible .DWG and .DXF for technical drawings. Files can be delivered on encrypted media, via secure file transfer, or uploaded directly into your chosen document management system, SharePoint tenant or cloud storage.
Secure and Confidential Document Scanning Services You Can Trust
Where your records are personal, financial, legal or commercially sensitive, ‘secure’ must describe how the service really runs, not simply how it reads on paper. Our secure scanning is delivered from an accredited bureau by DBS-checked, NDA-bound staff, with layered physical and digital safeguards across the whole workflow. Files are tracked from collection to delivery, scanning stations are segregated, network access is carefully controlled, and the digital records are encrypted in transit and at rest.
For organisations that specifically seek a confidential document scanning service — among them legal firms, financial advisers, HR teams, healthcare providers and public sector bodies — this control marks the difference between a project that improves your compliance position and one that quietly creates fresh risk. BPMS is built to deliver the former, every time, on jobs of any size.
BPMS can collect from Crawley
BPMS provides secure, accredited document scanning across Crawley and the wider West Sussex area, including Horsham, Horley, East Grinstead and Three Bridges. Our vetted team collects your records directly from your Crawley premises, whether you are based in the town centre, the Manor Royal business district or the surrounding commercial parks and industrial estates.
Every collection is itemised and tracked from your door to our accredited scanning bureau, giving Crawley organisations in legal, finance, healthcare, education and the public sector a secure, GDPR-compliant route to a paperless office. Call 0333 772 1631 to arrange document scanning collection from Crawley.
What our clients say
Neil and his team provided a professional and efficient service and completed the project within the agreed timeframes. Neil was extremely helpful and we have been delighted with the service from BPMS which has enabled us to move to a paperless HR office.
Rachel Byers
Human Resource Manager
Get a Quote for Document Scanning Services Today
Whether you require bulk, confidential or ongoing scanning, or a full document storage solution, BPMS tailors the project to your volumes, timescales and compliance needs — providing document scanning across Crawley and West Sussex with clear, fixed quotations agreed before work starts.
Call 0333 772 1631 or email info@bp-ms.co.uk for a free, no-obligation quote on professional document scanning services from one of the south coast’s most trusted scanning bureaus.
FAQ’s
What is document scanning and how does it work?
Document scanning is the process of converting paper records into digital files, most often searchable PDF, TIFF or JPEG. At BPMS the work passes through several stages: documents are prepared (staples, paperclips and bindings removed and tears repaired), run through production scanners, quality-checked, then indexed so anything can be found fast. The digital copies go into your chosen storage system, and originals are either securely destroyed or returned to you as you prefer.
What file formats can my scanned documents be delivered in?
We can deliver scanned documents in whichever format best suits your systems — most commonly PDF, JPG and TIFF. For technical drawings, CAD-compatible formats such as .DWG and .DXF are also available for use in AutoCAD.
What is scan-on-demand and when should I use it?
Scan-on-demand suits organisations with large paper holdings but no urgent need to digitise everything at once. It’s a popular starting point for Crawley and West Sussex organisations beginning a larger digitisation programme. Files are stored securely and individual documents are scanned only when you request them, with the digital copy returned — spreading the cost over time and often a sensible first step toward a bigger project.
How does BPMS keep our documents secure?
Security is central to how we work for our Crawley and West Sussex clients. Scanning is carried out at a secure, ISO 9001-approved facility, our personnel are vetted and bound by confidentiality agreements, and your documents remain under controlled conditions throughout the project. Where you want originals destroyed after scanning, we provide a certificate of destruction for your compliance records.
How much paper does a typical filing cabinet or archive box hold?
As a rough guide, a standard four-drawer filing cabinet holds around 15,000 to 20,000 sheets and an archive box about 2,000 to 2,500, though this depends on paper weight and how tightly the files are packed. Most organisations underestimate both the paper they hold and the time lost to records that have been misfiled.
Can you scan bound books and large-format drawings?
Yes. Bound documents are scanned with a careful, non-invasive process that leaves the originals unharmed, and for large items such as architectural drawings, plans and maps we use dedicated wide-format scanners handling widths up to A0 and lengths up to about two metres.
What happens to my paper documents once they have been scanned?
You choose. Most clients have their originals securely shredded and recycled after scanning, with a certificate of destruction issued for compliance. Alternatively, if you prefer to keep the original documents, we return them to you.