Digitization
Digitise your company with document scanning. Translate your paper documents into an electronic archive, making sure everything you need is stored securely, making your searches easier and documents more accessible.
Scanning - Document digitalisation
Our organization is equipped to scan a diverse range of documents for your company, including invoices, incoming postal mail, legal texts, administrative records, human resources documents, contracts, insurance claims, medical files, bank statements, and many others.
Boasting over two decades of expertise in document indexing and archiving, we have honed our knowledge and equipment to provide you with exceptional service. Our scanning services are executed by a team of highly skilled and security-vetted professionals committed to delivering top-quality document scanning. We cater to institutions, companies, and services of all sizes and sectors.
Our Services
Scanning
We collect or receive your documents and offer express scanning to quickly digitize your archives at your convenience. This flexible service allows you to maintain your pace while ensuring fast, efficient document management and retrieval.
Digital mailroom
We receive your post mail, with a carefully established profile, we classify your letters, scanning them and distributing them via email to the relevant people, we archive the documents that need to be archived while others are securely destroyed with a certificate.
Full record management
Scanning, archiving & secure destruction. With a combination of our services, we can provide your company with a full service to optimize your document record management.
Enable Searchability
With OCR technology, your documents become searchable, allowing for quick and efficient information retrieval. This enhances accessibility and speeds up workflows, enabling you to find relevant data in seconds, thereby optimizing your operational efficiency and productivity.
Data extraction
Data extraction during the scanning process enables us to capture essential information quickly and accurately. This facilitates easy retrieval, efficient processing, and streamlined management of your documents, enhancing your operational efficiency and productivity.
FAQ: Digitization
Comprehensive Document Scanning into Color PDF/A
At our company, we specialize in converting your physical documents into colour PDF/A, the ISO-standard format for long-term archiving. Our advanced scanning services ensure that your documents are preserved in high-quality, easily accessible digital formats.
Flexible Naming Conventions and Indexing Options
We offer several flexible approaches to naming and organizing your scanned documents:
- Single PDF Per Binder/File Box: We can scan an entire binder or file box into one PDF file. This file is named according to the binder’s or box's external label and includes a unique barcode identifier linking it to the physical document. This information is embedded in the PDF metadata for easy reference.
- Organized Folder Structure: Alternatively, we can create a folder named after the binder’s label and barcode. Inside this folder, each divider in the binder or sections of the file box will have its own PDF, named accordingly. Each PDF includes the corresponding barcode in its metadata.
Convenient Delivery Options
We provide your digital documents in the most convenient format for you. Options include secure file transfer, DVD, USB, or Hard Drive. Our OCR technology converts your documents into machine-readable text, enabling automatic identification and classification based on your specified parameters.
Advanced Search Capabilities
For searching within your digital archive, standard tools like Windows File Explorer are supported. For enhanced searching, we recommend "Agent Ransack" or other powerful search engine technologies to efficiently locate your documents.
How are the scanned documents going to be linked to the physical archive
Each digital document is seamlessly linked to its corresponding physical counterpart through a unique barcode system. Here’s how it works:
1. Barcode Integration for Easy Traceability
- Unique Identifier: Every physical document is assigned a unique barcode. This barcode is prominently displayed on the document or its folder.
- Digital Reference: During the scanning process, the barcode is integrated into the metadata or included in the PDF file name. This ensures that each digital document can be easily traced back to its physical version.
2. Locating Physical Documents from Digital Archives
- Metadata and File Naming: To find the physical document, simply check the metadata or the name of the PDF. The barcode embedded in this information serves as the reference link.
- Barcode Retrieval: Note the barcode from the digital document and contact us with this identifier. We use the barcode to locate and retrieve the exact physical document from our archives
Which files should I scan? Should I scan all my files?
Digitizing your documents can provide substantial efficiencies in time management. Generally, not all files are essential for daily operations or require immediate availability. It is prudent to focus on scanning only those documents that are critical to your operations and necessitate regular access. To facilitate a gradual transition to a fully digital archive, you may consider scanning files as the need arises. Instead of receiving physical copies, we can deliver a scanned version of the requested document directly to you.
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