Smart Document Scanning and Archiving

Stop Hoarding Paper You Don't Need.

Archive Vision AI doesn't just digitalise your paper mountain; it uses private AI to identify what you shouldn't keep, sets retention periods and indexes what you must retain. It scans, classifies, and removes expired data automatically to liquidate your compliance debt.

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For Education:
The smart search capability can save hundreds of hours of searching student paper records.

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For Heathcare:
Destroy legacy patient records and and automate a retention policy overnight.

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For the Legal Profession:
Fast, secure, and accurate search gives the ability to find 'concepts' hiding in documents.

Maintain Compliance and Unlock Legacy Data with Smart Search.

Digitalise your paper assets and unlock advanced search and compliance with Archive Vision AI.

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Document Scanning, Intelligent Auditing, and Secure Digital Storage

Move beyond basic document scanning. Our end-to-end service combines AI based vision intelligence with rigorous compliance auditing and vault-grade storage. This gives you total control over your data lifecycle in one seamless workflow.

Ensure Legal Compliance

Precision Document Compliance

Stop treating all data the same. Archive Vision AI doesn't just scan; it classifies. Our system intelligently identifies the nature of every document to apply precise retention and destruction policies tailored to your specific industry and regulatory landscape.

☑️ Precision Destruction: Trigger certified destruction on a per-document basis the moment a legal retention period expires, rather than bulk-deleting entire archives.

☑️ Minimal by Design: Automatically identify and remove redundant, obsolete, or trivial (ROT) data during the scanning process to reduce your risk surface.

☑️ Subject Access in Seconds: Respond to SARs with "reasonable and proportionate" searches that instantly surface every mention of a person across disparate legacy records.

Quickly Search Paper Records

Intelligent Search

Don't Just Scan. Understand. Standard scanning processes provide "dumb" PDFs. Optical Character Recognition (OCR) only find words. We enrich every document with an embedded layer of intelligent metadata.

☑️ Semantic Search: Query your paper archive in plain English (e.g., "Find all 2018 agreements")

☑️ Universal Compatibility: Metadata is woven into the PDF (XMP), making files searchable in Adobe, Windows, or Mac—no proprietary software needed.

☑️ Visual Intelligence: Our AI reads messy handwriting and faded records that standard OCR misses.

Remove what you shouldn't hold

Remove Dark Data

Compliance by Design. We transform compliance pillars into strategic advantages. Our system proactively identifies "Dark Data" and applies legally mandated destruction dates automatically.

☑️ Storage Limitation: Purge records automatically the moment they hit their legal retention limit based on type, compliance requirement or author date.

☑️ Smart Filtering: Identify and remove redundant or obsolete files during the scanning process.

☑️ Risk Buffer: Protect your organisation from fines by identifying sensitive PII before a breach occurs.

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256-Bit EncryptionWe use industry-standard 256-bit SSL encryption to ensure that your data is fully protected and remains private from scan to vault.

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GDPR CompliantWe adhere to the General Data Protection Regulation, ensuring data is handled with the highest level of privacy & transparency.

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Cloud SecureWe are built on a foundation of security best practices, following Cloud Security Alliance (CSA) to provide a resilient and trusted system.

See What You Hold. Liquidate Your Risk.

Your Compliance Report

Every project includes a detailed Compliance Audit Report, giving you a complete X-ray view of your legacy archives. We identify sensitive data and expired records before they enter your digital ecosystem.

☑️ Dark Data Detection: Your report will proactively flags sensitive PII (names, ID numbers, addresses) buried in your archives, preventing potential security breaches before they occur.

☑️ Universal Compatibility: Metadata is woven into the PDF (XMP), making files searchable in Adobe, Windows, or Mac—no proprietary software needed.

☑️ Visual Intelligence: Our AI reads messy handwriting and faded records that standard OCR misses.

Frequently Asked Questions

Logistics & Preparation
Do I need to remove staples, paperclips, or binders?
No, you do not need to prep the files yourself. However, if our auto-feeders cannot process the documents due to physical "contamination" (heavy staples, binders, or folders), a £35 Contamination Fee per box applies to cover the manual separation required.
Can you handle oversize items (A3, Blueprints)?
We currently process standard A4 and US Legal sizes. Any oversize items found within your boxes will be retained and returned to you physically. Please note that a Contamination Fee is applied to boxes requiring the manual removal of non-standard items.
Can I prioritise specific boxes?
Yes. If you have urgent files (e.g., for an upcoming audit or court date), please identify these boxes during collection. We can fast-track their ingestion to ensure they are available on your cloud tenant as a priority.
What happens if a box is only half full?
Our pricing model is based on per-unit handling and tracking. Therefore, the standard per-box charge applies regardless of whether a box is fully packed or partially empty. We recommend consolidating loose folders into fewer boxes where possible to maximize value.
How long does the process take?
Our standard turnaround is 10 working days for typical orders. For larger archives, our Service Level Agreement (SLA) guarantees a throughput of approx. 50 boxes (125,000 pages) per 10 working days.
Can I get my physical documents back?
Yes. While many clients choose "Scan & Destroy" to reduce costs, we offer "Scan & Return." If selected, your boxes are re-sealed, inventoried, and returned via secure transport.
Technical Capabilities
What file format will I receive?
We deliver files in PDF/A format. This is the ISO standard for long-term digital preservation, ensuring your documents remain readable by Adobe Acrobat and other standard viewers for decades to come.
Will the files work with my existing systems?
Yes. Because we embed metadata directly into the files (XMP standard), they are "universal." They are instantly searchable within SharePoint, Windows Explorer, macOS Spotlight, and Google Drive without needing proprietary software.
Is the AI 100% accurate? (Human-in-the-loop)
Our AI is highly accurate, but no system is infallible. To maintain speed and privacy, we do not use human-in-the-loop verification. Instead, we provide a transparent Compliance Report with every batch, highlighting low-confidence scans for your review.
Can the AI read handwriting or foreign languages?
Yes. Our Vision Language Model (VLM) deciphers complex handwriting and faded forms. We can provide transcription (digitizing text exactly as written) or translation (converting foreign language content into English summaries).
Security & Compliance
Where is my data processed and stored?
Physical Sovereignty: Your documents never leave Mainland UK.
Digital Sovereignty: All data storage is hosted strictly within the EEA (European Economic Area), ensuring full compliance with GDPR and the UK Data Protection Act 2018.
Is the scanning process secure? (Air-Gap)
Yes. We utilize an "Air-Gapped" processing model. Our scanning machines are physically isolated from the public internet, preventing any potential remote intrusion during the sensitive digitization phase.
Why is "Tenanted Cloud" safer?
Public clouds are "Multi-Tenant" (shared). Archive Vision AI provides a Single-Tenant Private Cloud, meaning your data infrastructure is completely isolated. Highly sensitive records are never accessible via shared infrastructure.
Do I get proof of destruction?
Yes. For "Scan & Destroy" orders, once your digital vault is verified, the physical documents are shredded. You will receive a formal Certificate of Destruction to complete your audit trail.

Four Stage Process

Get Started

Our simple process converts Legacy Paper Records into Digital Assets

1️⃣ Records collected and moved to a high-security local processing partner for scanning.

2️⃣ Client Specifies Data Retention requirements, scope and rules for audit.

3️⃣On-premise AI applies the Compliance Rules and embeds the results in the PDF's.

4️⃣ Produce "Self-Describing" files that know their own sensitivity level and an Audit Report highlighting records for removal and dates for retention.

Pricing

Choose the right plan to meet your business needs.

ARCHIVE

£179 per box / 2500 pages
  • Archive Vision AI Scanning
  • Summary Metadata Report
  • Client Indexing Support
  • Standard OCR Processing
  • Secure Digital Delivery
  • Best for: Digitization
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COMPLIANCE

£199 per box / 2500 pages
  • Everything in Archive
  • Full Compliance Audit Report
  • 5 Embedded Metadata Fields
  • Governance Mapping
  • PII & Expiry Tagging
  • Best for: GDPR & Audit
Get Quote

VAULT

£229 per box / 2500 pages
  • Everything in Compliance
  • Private Tenanted Cloud
  • 5-Year Compliance Retention
  • Silent Auto-Deletion (Policy Based)
  • High-Security Client Access
  • Best for: Total Lifecycle
Get Quote

Additional Costs & Terms:
Initial Setup Fee: £380 (applies to all orders).
Physical Contamination (e.g., staples, folders): £35 per box.
Volume Discounts available up to 40% (applies to box rate only).
Overage Policy: Boxes exceeding 2,500 pages are charged pro-rata at the applicable tier rate.

Contact for a Proposal