Scanning & Digitisation
Paper Document Scanning, Conversion & Digital Transformation Solutions
Document digitization services encompass the scanning and imaging of paper records, including your mail, the storage of your valuable records, and the ability to access those records from virtually anywhere. You get a fully implemented digital transformation solution for your records saves time and resources for your business.
Remove the fuss and associated costs of manually processing your documents and reduce reliance on physical storage space and the need to own technological hardware.
Our highly customisable scanning service can be tailored to your document retrieval needs. Depending on how often you need to store and retrieve your documents, we have a plan to suit your needs.
No matter what the request, we can digitise your files safely and securely. Our state-of-the-art scanning software allows for the data capture of large or small volumes of hardcopy documents.
Free up valuable office space by removing filing cabinets and clearing store rooms. Space can be utilised by Team Members or office spaces downsized.
Electronic documentation can support remote working and collaboration between employees across departments, buildings or even countries.
Depending on how you currently store your documents, Archives and Records will either collect the documents from your office or – if they are already stored with us – take them from your existing archive and securely transport them to our scanning bureau. Alternatively, all scanning can take place at your own premises.
Upon arrival at the scanning bureau the unique barcode for each box of records or file (depending on how they are stored) is registered. These barcodes enable us to track the location of your files as they move through the scanning process.
Once received your documents are prepared for digitisation. This is the most labour-intensive part of the process, as great care needs to be taken to ensure that all documents are free from staples, clips, post-it notes and creases.
Where necessary, documents are taped and placed in clear plastic sleeves to ensure the highest quality scan. Once files have been prepped, our scanning specialists evaluate the document’s key characteristics, like page size and whether documents are simplex or duplex printed. Documents are then classified accordingly.
Using state-of-the-art scanning equipment, our scanning specialists can digitise any type of document to the requested resolution and format. This includes (but is not limited to) files, certificates, manuscripts, magazines, newspapers and technical drawings.
Once scanning has been completed, the files are compiled. This document is then subjected to a rigorous quality check, where our scanning specialists resolve any remaining identified issues.
The digitally captured hardcopy documents are then formatted into the desired media and provided to you. There are a range of options for delivery of the data including DVD, secure email or SFTP. Alternatively, we have several hosting options allowing you to preview, download, print and modify your records from any location.
These easy-to-use information management portals gives you full control over your digital files, making it a cost-efficient method of gradually creating your bespoke digital archive.
Our Scan-on-demand service is used by many of our document storage clients as a quick and easy alternative to physical document delivery. This option saves clients from scanning entire archives and instead gives them cost effective digital copies of their files and records as they need them.
Often chosen by organisations with large volumes of historical physical records, this option allows clients to convert entire archives into searchable digital records. Clients benefit from improved compliance, and authorisation control. For additional security many clients will choose to keep a digital backup of their archive in our secure media vault.
Ideal for clients who handle sensitive or confidential documents that must stay onsite for security reasons. In these instances, Archives and Records can provide the necessary hardware and personnel to quickly and affordably create an electronic archive, allowing clients to maintain control of their records and eliminating the need to pack and ship documents.
Capture and classify all incoming documents. The digital mailroom lets you remove cumbersome mailroom delivery processes by converting incoming mail into an easily accessible electronic format. By adopting this automated and centralised process you can improve efficiency and lower operational costs associated with inbound document organisation and distribution.