Experienced
30 Years of Proven Expertise
Security Guarantee
Security-First Document Management
Accredited for Excellence
Industry-Recognised Standards
Accredited Document Scanning Services in Havant
Instead of a fixed, off-the-shelf process, we design each accredited scanning project around your sector, your systems and your compliance requirements. Legal and finance records, HR files, technical drawings, historic archives — whatever the documents, we scope the work by volume, sensitivity and retention rules, providing secure digital access, recovering office space and lowering the risks of paper storage.
Across Havant and the wider south coast, BPMS brings together a high-volume production bureau and a consultative approach. We take the time to understand how your records are used, then assemble the right mix of on-site scanning, bulk scanning, scan-on-demand and storage so the service works around your organisation rather than the reverse.
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 the records are personal, financial, legal or commercially sensitive, ‘secure’ has to reflect how the service really works, not how it’s marketed. Our secure scanning takes place in an accredited bureau staffed by DBS-checked, NDA-bound people, with layered physical and digital safeguards from start to finish. Files are tracked from collection through to delivery, scanning stations are kept separate, network access is tightly restricted, and the finished digital records are encrypted in transit and at rest.
For organisations that specifically need a confidential document scanning service — law firms, financial advisers, HR teams, healthcare providers and public sector bodies among them — this control is what separates a project that reinforces compliance from one that quietly adds new risk. BPMS is built to deliver the former on every engagement, of any size.
BPMS can collect from Havant
BPMS provides secure, accredited document scanning across Havant and the wider Hampshire area, including Waterlooville, Emsworth, Hayling Island and Rowlands Castle. Our vetted team collects your records directly from your Havant premises, whether you are based in the town centre, Langstone Technology Park or the surrounding commercial parks and industrial estates.
Every collection is itemised and tracked from your door to our accredited scanning bureau, giving Havant 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 Havant.
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 your requirement is 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 Havant and Hampshire with clear, fixed quotations agreed before work begins.
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 conversion of paper records into digital files, most often searchable PDF, TIFF or JPEG. At BPMS the process runs through several stages: documents are prepared (staples, paperclips and bindings removed and tears repaired), run through production scanners, quality-checked and indexed so any file can be retrieved quickly. The digital copies are delivered into your chosen storage system, and the originals are either securely destroyed or returned, as you prefer.
What file formats can my scanned documents be delivered in?
We can deliver your 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 volumes of paper but no immediate need to digitise everything at once. It’s a popular starting point for Havant and Hampshire organisations beginning a larger digitisation programme. Your 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 way to start a bigger project.
How does BPMS keep our documents secure?
Security is central to how we operate for our Havant and Hampshire clients. Scanning is carried out at a secure, ISO 9001-approved facility, our personnel are vetted and bound by confidentiality agreements, and your documents are handled under controlled conditions throughout the project. If 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 in the region of 15,000 to 20,000 sheets, and an archive box around 2,000 to 2,500, though this varies with paper weight and how tightly the files are packed. Most organisations underestimate both the paper they hold and the time lost retrieving misfiled records.
Can you scan bound books and large-format drawings?
Yes. We use a careful, non-invasive process for bound documents so originals aren’t damaged, and we have dedicated wide-format scanners for large items such as architectural drawings, plans and maps, handling widths up to A0 and lengths up to approximately 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’d prefer to retain the original documents, we’ll return them to you.