Scanning and archiving
Fast and efficient in-house scanning service and guidance on physical storage options, helping the University manage records and comply with legal and regulatory obligations.
Scan or store
Understand whether you need to scan or store your documents:
- check the Decision Process (PDF, 103kB) flowchart
- check store or scan example scenarios to help you decide.
If you need advice on whether records are suitable for offsite storage, or whether records in storage should be retained or cleansed, contact data-protection@bristol.ac.uk.
Scanning service
Document scanning service so you can store documents digitally, free up space and make documents accessible to people not on site.
Scanning options
- Scan with Optical Character Recognition (OCR) so document contents are searchable. OCR is not suitable for handwritten documents.
- Large format for sizes up to 900 mm x 3000 mm
- Scanning with data capture, using Kofax specialist scanning, is available through an external service provider.
Use the scanning service
To use the scanning service, email print-services@bristol.ac.uk.
Physical storage
The University uses an external storage provider, Restore, to store physical records.
Check steps involved in the storage process, to store physical files or records with Restore.
Check full information on SharePoint about document storage and the Restore Portal.
Paper records which are more than 30 years old
If you have paper records that are more than 30 years old, contact special-collections@bristol.ac.uk.
Special Collections would like to review documents more than 30 years old for the University Archive. The University Archive documents and preserves the establishment and development of the institution's most significant functions and activities.