On-Site or Off-Site Digitisation: Which Option Works Best for You?

At TownsWeb Archiving, we specialise in the digitisation and preservation of valuable archival materials for a wide range of organisations and industries.

Whether you're a brand looking to safeguard your historical documents, protect intellectual property, or unlock the value of your physical archives, we are here to help. Our services ensure your archival materials are preserved, secure, and easily accessible for the future.

For the majority of our projects, off-site digitisation at our secure, temperature-controlled facility is the preferred solution by our clients. It provides access to our full range of specialist equipment, ensures materials are stored in optimal conditions, and allows for a smooth, efficient process.

But of course, in certain cases, on-site digitisation may be the desired choice.

Below, we explain both options to help determine the best approach for your archival collections.

'Off-Site' - TownsWeb HQ, Kettering.

Off-site Digitisation (at TownsWeb Archiving's Premises)

For off-site digitisation, we securely transport your physical archive materials in our GPS-tracked vehicle to our secure archive storage facility in Northamptonshire. Our expert team then carefully digitises them in our studio using state-of-the-art specialist equipment.

Type of Collections Best Suited for Off-Site Digitisation

• Off-site digitisation is ideal for most collections, particularly those that contain a mix of formats requiring our various scanning equipment.

How Does It Work?

• We arrange a time to personally collect and return your items using our trained staff and GPS-tracked vehicles.

• For less fragile or valuable collections, clients may opt to send materials via post or courier, with return arranged in the same manner (generally insured).

• Your materials remain in secure, temperature-controlled storage for the duration of the project.

What Do We Need?

To proceed with off-site digitisation, we require:

• Receipt of the physical archive.

• Arrangements for collection and return.

• A designated contact person in case of queries.

• Any necessary insurance in place.

Capabilities

Our static equipment is capable of digitising all types of materials. Throughout the process, your materials remain safely stored in our secure, temperature-controlled facility, which provides the perfect environment to preserve your archives during the digitisation project.

TownsWeb's digitisation studio, Kettering, Northamptonshire

On-site Digitisation (at Your Premises)

In this option, the physical archive remains in its original location, while our digitisation technicians and specialist equipment travel from our studios in Northamptonshire to carry out the scanning at your site.

The image above highlights an on-site digitisation project in West Yorkshire, where TownsWeb was commissioned by Calderdale Museums and the West Yorkshire Archive Service to digitise Anne Lister’s handwritten diaries and travel notes. These digitised documents later contributed to the development of the script for the BBC’s Gentleman Jack series.

Type of Collections That Require On-Site Digitisation

On-site digitisation may be necessary for:

• Extremely fragile or rare collections where transportation poses a risk.

• Items restricted by legal or security concerns, such as sensitive corporate documents or bank records.

• Large-scale collections where moving the materials is impractical or impossible.

How Does It Work?

• Our Imaging Technicians travel to your premises with our portable digitisation equipment.

• We operate throughout the UK, and can also travel to most European destinations, if required.

• All necessary equipment and qualified technicians are provided for the duration of the digitisation process.

What do we need?

For on-site digitisation, we require:

• A space within easy access to the archive material.

• No windows (or windows with blinds).

• Lights that can be switched off.

• A space that is not used as a walk-through.

• A standard-sized office desk.

• An electricity point.

• A ceiling height of at least 1.7m (from desk surface).

• Availability during normal office hours (preferably between 8am and 6pm).

Capabilities

• Our portable equipment can digitise items up to A1 size (89cm x 59cm) at 300 DPI for Medium Format digitisation.

• All post-image processing is typically done off-site, at our secure facility.

Which Option is Right for You?

Whether you require off-site or on-site digitisation, TownsWeb Archiving brings industry-leading expertise and state-of-the-art equipment to ensure your archive materials are preserved and digitised with the utmost care.

If you’re unsure which option is best for your collection, our team is happy to advise. Feel free to get in touch to discuss your needs!