Once you have either called us or filled in the online form , you will receive empty eFILE-it mailbags in the post. Place the client file(s) in the mailbag, and tell us which option package you want. The option package you choose will determine things like file titles, file sizes, full-text searches, etc.  (please see our pricing matrix for details).  Give us a ring and we’ll arrange for the collection via a next day courier.

We will remove all staples, paper clips, plastic wallets, etc, scan them, index and upload them to the server of your choice: your outsourcing partner's FTP site; our own FTP site; or our website for you to retrieve using our web-based interface.

We guarantee a turnaround of three working days from the receipt of the mailbag. Once the contents have been scanned and uploaded we’ll let you know by e-mail.  That’s it! Much easier than doing the scanning yourself, isn’t it?

Frequently Asked Questions

We’ve put together a list of answers to questions we often get. If you can’t find the answer to your question, please do give us a ring on 01733 394269. We’re always happy to help out.

1-How long will it take to scan my files?
We aim to have them online within 2 working days from the receipt of your files to our office and guarantee 3 working days or we'll give you 25% off. 

2-How much does it cost?
Anything from £25 per month. Please look at our pricing matrix for details.

3-Will I be able to search for a specific keyword?
You’ll be able to search for a keyword within the file titles you’ve asked us to use. If you’ve chosen a package that includes Optical Character Recognition (OCR), you’ll also be able to do full-text searches within documents once opened. We are currently working on the next version of the eFILE-it retrieval system and full-text searches across all documents will soon be possible.

4-Will I get my original documents back?
If you wish to. But do you really need to have them back? Please have a look at the question below regarding secure destruction. If you still want originals back, there is a minimum £10 charge for returning them. This charge will cover up to 10kg. Anything heavier will be quoted for separately. Please note that we keep original documents for 3 months before destroying them, so you have plenty of time to make sure you’re happy with the work we’ve done for you.

5-Are we allowed to destroy the original paperwork?
In 99% of cases, yes you can destroy your original paperwork. However if you at all unsure please refer to our factsheet on Compliance (this is a PDF file)

6-Will you let me know when the files are ready for viewing?
Yes we will email you.

7-How will you know what I want the files to be called?
Depending on the option package you choose, we'll use a combination of the information written on the folder itself and/or the dividers inside the file.  If you choose the gold or platinum package, we'll index each sheet individually with the relevant information (e.g. invoice number, date, supplier/client name, etc).

If you want us to use specific information for indexing, write us a note explaining how you want it done. If in doubt, we'll always give you a ring to confirm.

8-I see from the demo that documents are sorted by date: which date do you use?
You’ll notice from our demo that in addition to the categories, files are presented in a calendar view. This means that we will need to enter a date for each file scanned. By default, we will use the date present on the first page of a file (e.g. letter date, invoice date, etc). If there is no date on the first page, we will use the scan date. If you want us to use a specific date, a handwritten date in the top left corner of the top page will take precedence.

9-Can I send you more than 1 client file in a single bag?

Please don't.  In order to avoid contamination between clients, we have established procedures which force us to deal with only one bag at a time.  If you send us multiple client files in the same bag, the risk of confusing paperwork will increase significantly.

10-Can you scan cheque stubs and paying-in books?
Yes we can.

11-Can you scan any size paperwork?
We can scan any size up to a maximum of A3 as part of the eFILE-it service.  But we are capable of scanning large formats as well.  Prices for those are quoted separately. 

12-Do I need to remove staples, paper clips, plastic wallets, etc before sending you my files?
No. It’s all part of the service.

13-How many fields can you index for each file?
It depends on the package you choose. Please see our pricing matrix for details.

14-How will I get the mailbag over to you?
Depends on the level of service you require. If you chose bronze you send it to us yourself. If you chose silver, gold or platinum then all you need to do is call us. We’ll arrange the collection using our next day courier. If you call us before 10.30am, we can arrange collection on the same day.

15-How do you destroy the documents?
By default we will keep all documents on site for three months free of charge. All documents are then securely destroyed on our premises. Paperwork is shredded into small round particles (approx. 0.5cm diameter), making it impossible to reconstruct the originals. Shreddings are then recycled in the manufacturing of tissues and toilet paper.

16-What happens with the paper shreddings?
All paperwork destroyed goes on to become recycled tissues and toilet paper.

17-What file format will you scan my documents to?
Generally, small receipts will be done in colour at 150dpi while everything else will be scanned in black and white at a resolution of 200dpi. Unless you tell us otherwise, we’ll scan to an Adobe Acrobat pdf format.

We’ve chosen the Adobe pdf format because it’s now become a generic format and can be viewed with the free Acrobat Reader, which you probably already have installed on your PC. If not, you can download the latest version from http://www.adobe.com/products/acrobat/readstep2.html. Please note that you will need version 5.0 or above to view the files properly.


18-Do I have to use your retrieval system?
No you dont. We can set you up with an FTP account on our server which will allow you to dowload your files into whatever retrieval system you use. E.G INVU or DocHaven; or you can even download your files straight into a folder structure onto your PC.

19-Can you upload the files directly to my outsourcing partner's server?
Yes. If you give us your access details we will upload the files for you.

20-Can I use my own document management system?
Yes you can if you let us know in advance what file format and indexing your system requires.

21-Do I have to leave the files online?
No. It’s up to you.