Document Scanning

Preserve and Protect Your Vital Estate Information with Our Large Format Scanning Services

Large-format drawings are often poorly stored and at risk of damage, despite containing vital information on your estate, its construction and hidden services such as “as-built” details, utility layouts, and drainage plans—essential for understanding how the buildings have changed over the years, compliance management, maintenance, and future projects.

Sircle’s scanning bureau carefully digitises even the largest A0 drawings in full detail, preserving fragile originals while improving accessibility. Once scanned, we can create a simple document register for easy filtering of drawing types, areas, age, variation and more. Or we can support you by uploading to your SharePoint, CAFM or Document Management System—or, if required, convert into AutoCAD-compatible .dwg files.

We also help implement clear naming and indexing conventions, ensuring your digital records are easy to locate and manage. Preserve and unlock the full value of your drawings with a secure, future-ready solution.

At Sircle, we understand the importance of having your Operations and Maintenance (O&M) documents readily available to all stakeholders involved in the ongoing maintenance of your buildings. A securely scanned, organised, and easily accessible. O&M manuals contain vital information about your assets, equipment, and systems, and proper management of these records is essential for smooth operations, maintenance, and compliance.

Here’s why you should choose Sircle for your O&M scanning needs:

• Streamlined Access: We digitise your O&M documents, making them easy to search, access, and update. No more sifting through piles of paper or struggling to find the right manual. Everything you need is just a click away.
• Enhanced Efficiency: Digital records improve workflow efficiency, reduce downtime, and ensure your team always has up-to-date information when it’s needed most. With O&M documents at your fingertips, you’ll save time and reduce operational risks.
• Long-Term Protection: Paper O&M manuals are prone to damage, loss, and deterioration. By converting them to digital format, you ensure their preservation for the long term, with secure backup systems that protect your crucial records.
• Full Compliance: We help ensure your O&M records are compliant with industry regulations and standards. Our scanning process creates a fully indexed, searchable database that makes compliance audits faster and easier.
• Custom Solutions: At Sircle, we tailor our O&M scanning services to meet your specific needs. Whether it’s custom indexing, file naming conventions, or specific formatting, we make sure the system works for you.

Trust Sircle to provide a seamless, secure, and efficient solution for your O&M scanning needs. We can also handle O&M Manual standard and standardising of your files. Let us help you improve accessibility, enhance compliance, and protect your important documents for years to come.

Digitise Your Capital Project Manuals for Space, Security, and Efficiency

Scanning and digitising your capital project manuals frees up valuable space and ensures the long-term protection of your documents. By transitioning to digital, you protect your files from accidental damage, deterioration, and risks like fire or flooding.

Sircle’s expert scanning team can digitise and archive all types of estate documents, including operation & maintenance manuals, health & safety files, project files, and test certificates.

We work closely with you before starting the project to understand your needs for file access, indexing, and any OCR (Optical Character Recognition) requirements. Our team will also help you establish a Digital Manual Standard, ensuring that all future manuals from third parties match your existing digital records for seamless integration.

Once scanned, we collaborate with you to upload your documents to your preferred storage solution—whether it’s a CAFM system, Document Management System, or secure FTP.

With Sircle, you’ll have organised, easily accessible, and secure digital project manuals that improve efficiency, safeguard important data, and streamline future document management.

Effortlessly Organise, Digitise, and Comply with Robust Document Management Solutions

Our document registers streamline how you store, access, and organise files—improving efficiency across your workflow.

We work directly with your data controller to ensure full GDPR compliance and alignment with internal policies. Our secure systems provide audit trails, controlled access, and full traceability.

Beyond storage, we convert paper documents into fully searchable, well-structured digital records. We also prepare files for upload to your CAFM or property management system—and in some cases, we can handle the upload and publishing for you.

Sircle’s indexing and bookmarking services transform how you organise and access information. Our experts systematically categorise your data, making it easy to find what you need—saving time and improving efficiency.

By tagging content with relevant keywords and metadata, we make your files fully searchable, delivering faster and more accurate results across even large data sets.

Outsourcing indexing to Sircle frees your team to focus on priorities, while we keep your system organised and scalable. With secure, reliable processes, your data remains accessible, structured, and protected as your needs grow.

Transform Your Legacy Paper Records into Efficient, Searchable Digital Assets

Legacy paper records pose a common challenge for businesses, taking up space and making document retrieval time-consuming. As retention policies require long-term storage, files often accumulate in bulky cabinets and boxes, reducing efficiency.

Sircle offers a practical solution through expert digitisation services. We help convert paper records into searchable, organised digital files, making them easier to access, store, and manage. This not only frees up physical space but also speeds up workflows and improves productivity.

Our end-to-end service includes secure scanning, file indexing, and tailored integration with your existing systems, ensuring compliance and ease of use. Let Sircle simplify your document management—saving you time, space, and cost.

Ensure Compliance with Expert Document Scanning Solutions

Managing compliance, whether for personal data or building safety, is complex and crucial. Sircle helps you stay ahead by digitising and organising your records, ensuring quick access and full legal compliance.

Personal Data Compliance (GDPR)

Under GDPR, individuals have the right to access their personal data in a digital format within 30 days. Sircle scans your HR records and personal data documents, maintaining a full audit trail from collection to secure storage. We ensure easy retrieval by indexing documents by employee name, making compliance efficient and transparent.

Building & Health and Safety Compliance

Building and H&S compliance requires managing vast amounts of documentation, often spanning decades. Sircle scans and organises your compliance records (e.g., Asbestos, Legionella, Fire Safety) into clearly indexed folders by type and date. This makes it simple to access critical documents quickly for audits or claims, ensuring compliance is always at your fingertips.

Asbestos Compliance

Asbestos records must be maintained even if the building no longer exists. Digitising these documents ensures fast access for claims and supports ongoing management, even in the absence of the building.

Let Sircle help you streamline your compliance management with secure, accessible, and fully compliant document scanning solutions.

A document register is a comprehensive digital index that tracks and organises your scanned documents, ensuring easy access and retrieval. It allows you to categorise, search, and manage your files efficiently, creating a streamlined workflow that saves time and improves productivity.

At Sircle, we specialise in creating customised document registers that integrate seamlessly with your existing systems. With over 30 years of experience, we ensure that your document register is organised, secure, and easy to navigate. Our team will work closely with you to design a solution that meets your specific needs, helping you gain full control over your digital documents while boosting your business efficiency. Let us help you make document management simple and hassle-free!