We digitise paper documents using high performance scanners and special image processing and character/text recognition software. This allows us to search for the content of the documents. The documents contain in their text the information that ensures their retrievability, be it contract number, invoice number, tax number or document type. Although in some areas the paper-based document management is still needed, the electronic document management system will in most cases benefit workflows.
In many cases, this alone is effective in ensuring that the information and documents you are looking for are available. With our additional data processing service for image files, documents can be assigned an additional address system, and the documents can be organised in folders.
When a document is digitised, the archive is uploaded to the computer network or to our proprietary cloud-based software and made available to authorised users.
The conversion of paper documents is recommended for organisations where
- immediate access to documents is important in day-to-day business
- the need for easier and cheaper electronic document management due to expensive or limited office space
- there is a fear of losing documents
- the paper archives are disorganised, not searchable, and the task is to structure them and ensure retrieval.
Digitalisation is increasing efficiency in almost every segment, from business to healthcare and public administration. Whether in business, finance or law, electronic document management creates more efficient, accurate, flexible and faster work, thereby increasing competitiveness. The digitisation of paper-based documents is therefore now essential for businesses with unmanageable volumes of paperwork, but it is also recommended for small and medium-sized enterprises to keep up with the digitalisation of their competitors.
Read more about the benefits of digitisation and digital document management here you can read.
Large-scale data processing and digitisation with an external service provider can greatly reduce costs and technical and infrastructure investments. The technical and infrastructure investments for digitisation can be significantly reduced compared to when an organisation would want to handle high-volume processing and document scanning with its own resources. The creation of an electronic archive requires a large human resource, which is only needed for a relatively short period of time.
Our company has the technical, material and human resources necessary to perform the large-scale document management tasks, thus providing the Client with the conditions to safely perform the tasks requiring high precision and investment, scanning documents - while precisely defining the legal provisions and confidentiality regulations.
An electronic repository of documents created by scanning documents and in electronic form provides a secure, orderly and efficient way to store and manage information over the long term. Another advantage is that it eliminates the difficulties of physically storing documents, making document scanning the basis for efficient scrapping.
More details about the digitisation project and the processing processes here you can read.
OCR stands for Optical Character Recognition. The technology can be used to convert images, scanned or digitally photographed documents and PDF files into an editable and text-searchable format. The resulting material can be edited, cropped, searched and archived.
Advanced OCR technology saves time and effort when processing various documents, because if the recognised data is available as text, instead of typing the data, the predefined data fields are automatically filled in and labelled (e.g. tax number, account number, bank account number, date), ensuring retrievability.
The need for data capture activities may also arise in connection with document organisation or digitisation, our data processing services include:
- When sorting paper-based documents, the records are kept in our Partner's own system (DMS, filing software, filing system) or in MS Excel files. The register of documents usually contains the following data: identification number of the filing unit (box, file), type of document, subject, year or date of creation, other parameters that allow retrieval, e.g. account number, contract number, job number, etc.
- In addition to digitisation activities, we ensure the retrievability of electronic documents. Capturing is done on the basis of image files, in our own system (docIT), using an ergonomic interface. We can also assign specific labels and data to the documents uploaded to the system, e.g. identification of the file containing the documents, storage identifier, type of document.
- Our data processing service can also be effective when it is necessary to ensure the retrieval of existing electronic files, digitised documents. Our professional data processing service guarantees that an "electronic dump" can be made tidy and retrievable for your organisation by loading it into docIT, OCR processing and manual data capture.
