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      Records

      Records

      The largest Nigeria owned Records Management company. We store and manage all of your business-critical documents…

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      Digital

      Digital transformation solutions and streamlined workflows, data and document scanning with cloud-based EDM systems. 

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      Datashred

      Datashred

      We are one of the leading providers of document destruction in Nigeria, with secure shredding…

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      Relocation

      The complete set of services for your information technology assets. From installation to relocation…

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    • Records
    • Digital
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Archives and Records logo
  • Home
  • About Us
  • Our Services
      Records

      Records

      The largest Nigeria owned Records Management company. We store and manage all of your business-critical documents…

      Learn More

      digital

      Digital

      Digital transformation solutions and streamlined workflows, data and document scanning with cloud-based EDM systems. 

      Learn More

      Datashred

      Datashred

      We are one of the leading providers of document destruction in Nigeria, with secure shredding…

      Learn More

      Relocation

      Relocation

      The complete set of services for your information technology assets. From installation to relocation…

      Learn More

    • Records
    • Digital
    • Datashred
    • Relocation
  • Blog
  • Contact Us
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Scanning & Digitisation
Services

Paper Document Scanning, Conversion & Digital Transformation Solutions

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Scanning and Conversion Services

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.

Digitisation benefits

We provide a range of document scanning and data capture services within a highly secure environment using best of breed technologies for speed, quality and high levels of accuracy.

Traceability

We provide a range of document scanning and data capture services within a highly secure environment using best of breed technologies for speed, quality and high levels of accuracy.

Greater efficiencies

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.

Flexible and scalable

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.

Secure scanning

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 office space

Free up valuable office space by removing filing cabinets and clearing store rooms. Space can be utilised by Team Members or office spaces downsized.

Supports remote working

Electronic documentation can support remote working and collaboration between employees across departments, buildings or even countries.

Digitisation process

We provide a range of document scanning and data capture services within a highly secure environment using best of breed technologies for speed, quality and high levels of accuracy.
Collection
Scanning preparation
Digitisation
Delivery and Storage
Collection

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.

Scanning preparation

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.

Digitisation

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.

Delivery and Storage

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.

Digitisation options

Whether you need to back scan large volumes of paper archives or have a regular requirement for scanning and data capture services, we have decades of experience and confidently offer a digitisation solution for your organisation.
Scan on Demand
Bulk scanning
Onsite scanning
Mailroom automation
Scan on Demand

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.

Bulk scanning

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.

Onsite scanning

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.

Mailroom automation

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.

Scanning & digitisation FAQs

  • How secure is your media vault?
    Our media vault is monitored with video surveillance 24 hours a day. We use the strictest access features such as keypad controls and biometric fingerprint scanners.
  • Are your staff trained to handle media?
    Yes. Our media vault staff are specially trained on the proper procedures for handling and transporting confidential media.
  • What are some of the advantages to sending my media offsite?
    If you use our media vault services you will have peace of mind that in the event of a technical or natural disaster, your valuable information will be protected and recoverable. Also, our tape rotation services help to make certain that your data is updated on a regular basis.
  • What sort of technology is used to track my media?
    We use barcodes to organise and track all media stored in our vault. With our web-based client program, you can go online to manage your offsite media, request services, or run reports.
  • What if I need my information in the middle of the night?
    You have access to your media 24 hours a day. Emergency delivery is available.

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Get in touch

Call Now: (+234)809-111-2290

  • info@archivesandrecordsltd.com
  • Mon-Fri 8am - 6pm
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We help our clients archive

Archives and Records manage and activate companies’ critical business information through integrated information management services across the data lifecycle.

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The Green Resort,
Gateway/Sparklight Estate,
Opp. MFM Camp, Km 46,
Lagos-Ibadan Exp. way,
Magboro, Ogun state, Nigeria.
+234 809 111-2290
+234 809 111-2280
info@archivesandrecordsltd.com

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