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XBM Scanning Bureau

A faster and cost effective way to convert your old paper documents into digital files
XBM scanning bureau

Up to 20% of office space can be taken up with document storage, with legacy paper documents and new files being added daily. Let the XBM Scanning Bureau save you space, time, and money.

This growing mountain of paperwork is hard to search through, takes up costly floor space and would take most businesses months, if not years, to scan on their desktop or office multifunction printers (MFPs).


Desktop and office MFPs are great all-round devices designed to deal with your day to day print, copy, and scan requirements, but they are not equipped to scan in bulk and more often than not, they scan at lower resolutions than the high quality digital copies that professional devices can provide. 

Document Storage

The XBM Scanning Bureau provides a faster and more cost effective way to convert your old paper documents into high quality digital files. We provide a full 360 service from collection of originals to providing the final digital archive and destroying the originals.

Who Uses Bulk Scanning? -

Who Uses Bulk Scanning Services?


From NHS Trusts and other publicly funded bodies to corporations and SMEs, every organisation generates paper documents and they take up valuable space. Whatever industry you are in, you will have internal memos, reposts, statements, invoices, and customer or client correspondence, all filling up filing cabinets or archive boxes and each square foot costs you money. 


Quick, interactive access to a company’s own Business Intelligence (BI) is increasingly seen as opening up new opportunities for both improvements in customer service and new profit channels. In today’s hybrid work environment, it’s now more important than ever that employees can access business-critical documents remotely. Digital, flexible access could make the difference between continued operation and growth or  increasing costs that could lead to a potential closure. 


Finding original contracts, terms and conditions, and correspondence slows down customer service, frustrating both your staff and customers. Instant access provides your customers with a faster and more responsive customer experience. Accessing digital information from various sources can bring together previously unrecognised opportunities for new services and products, increasing your overall profitability.


So whether you need to archive your historic HR documentation, such as ID proofs, or invoices and statements, or proposals and reports, XBM’s Scanning Bureau takes the originals and provides you with an indexed and searchable archive containing digital copies of all your documents.


Industries that already use bulk scanning services include:

Charities & NFPs Food & Beverage Logistics & Transport
Construction Government Departments Manufacturing
Defence, Military, & their supply chains Healthcare NHS
Education Housing Associations Retail
Energy Insurance Care Providers
Engineering Legal Utilities
Financial Services Local Authorities Wholesale

A Part Of Something Bigger -

Part Of A Transition To A Digital Document Management Solution


XBM works with businesses and organisations of all sizes to plan a route from wherever they are in terms of their digital transformation to where they want to be.  You are already using email and probably have a networked multifunction printer that takes care of your day-to-day print, copy, and scan requirements.


However, for many businesses their legacy documents take up multiple filing cabinets and archive boxes, in some cases filling whole rooms or even warehouses. In either case, the growing problems of space and cost should be red flags.


For some, Accounts Payable is the main driver to seek a digital alternative that removes the costs, human errors, and inconvenience of a paper based system. For others, it is the need to access their Business Intelligence (BI) from anywhere and at any time that drives the needed transformation. How many hours are spent each year looking for paper documents that have been misfiled? How many times do you need to quote something from a report or from correspondence, but you can’t quite remember which document it was in, so you have to search through them all?


Digitalisation using advanced OCR makes these documents findable and even their content searchable in mere seconds, saving you time, space, and money. It starts with digitising the document, then digitalising your existing internal business processes, and finally streamlining and automating the workflow to eliminate unnecessary manual tasks.


With the launch of Square 9’s cloud hosted Solutions Delivery Network in 2020, they introduced the concept of predesigned, industry proven applications that serve as the foundation for your digital transformation strategy; regardless of organizational size.


From the smallest company to the largest corporation, the goal is to simplify the process of digital transformation like never before while removing any and all obstacles to business automation.


Come and talk to XBM about your requirements and we will plan and walk that journey with you.

The Technical Stuff -

Experience & Accreditation



XBM’s Management Team have over 30 year’s experience in business technology and managed services, providing both physical device maintenance and non-tangible services, including scanning and document processing.


ISO 9001 sets out the criteria for a quality management system. The standard is based on a number of quality management principles including a strong customer focus, the motivation and implication of top management, the process approach and continual improvement. Using ISO 9001 helps ensure that customers get consistent, good-quality products and services, which in turn brings many business benefits.


ISO 14001 sets out the criteria for an environmental management system and can be certified to. It maps out a framework that a company or organization can follow to set up an effective environmental management system. Designed for any type of organization, regardless of its activity or sector, it can provide assurance to company management and employees as well as external stakeholders that environmental impact is being measured and improved.


Cyber Essentials is an effective, Government backed scheme that helps XBM to protect both ourselves and the businesses and organisations we work with, whatever their size, against a whole range of cyber attacks.


Certification provides peace of mind that XBM’s defences will protect against the vast majority of common cyber attacks, ensuring we protect ourselves and our customers, and comply with GDPR and industry best practice.


Insurance cover is essential and should form part of your Due Diligence process. XBM carries the following liability cover as standard:

    • Public/Products Liability £5,000,000 each and every claim
    • Employers’ Liability £10,000,000



To discuss how bulk scanning could benefit your business, request a call back from one of our team.

Benefits Of Bulk Scanning


Quickly transform your paper-based documents into digital information that can be stored, searched, shared, and managed with far greater efficiency.

Save Time

Save Time


We scan, index, and archive your documents, allowing you to securely retrieve your business information in seconds, from anywhere, anytime.

Save Space

Save Space


Once your documents have been scanned and indexed, many of them can be securely destroyed and recycled. Goodbye filing cabinets and archive boxes!

Save Money

Save Money


Make savings in the cost of office space, paper supplies, and your employee’s valuable time. The value of both bulk scanning and a wider digital transformation are clear.




Digital document management will standardise and keep your filing in order, providing more control and confidence that you are complying with the Data Protection Act/GDPR.




Digital documents cut your paper and print bills, providing a more sustainable solution for managing your documents and business information (BI).

Document Security



Digital documents can be easily backed up and protected against fire, flood, or malicious damage, and rules based access implemented to determine who can access what and from where.



Our team will consult with you and design a solution that fits your immediate and future business requirements.

How Does It Work?


XBM collects your documents in our own fleet of tracked vehicles and brings them to one of our processing centres. The documents are prepared so they will feed correctly and then scanned within the parameters agreed with you beforehand and digital documents created.

XBM Scanning Bureau

These are quality checked, indexed and organised into an archive, which can be returned to you on a secure Solid State Drive (SSD) or via a secure cloud connection. Most clients then ask for the original paper documents to be destroyed and a certificate produced to confirm that has been completed.