There are a number of obstacles to paper files, such as the space it takes up. Paper can only be at one location at a time, which means that it takes a lot of time to look for and find the right documents. Sharing and editing paper information is becoming increasingly difficult. The safety and authorisation of paper is becoming increasingly difficult to guarantee. Recognizable? Digitisation offers the solution!

By digitising paper information, you do away with the hybrid world in one fell swoop:

  • Valuable space is freed up within your organisation
  • Your documents are no longer location dependent
  • Authorised access is easy and safe to set up
  • Never search for a file or specific document again
  • Benefit from digital technologies to enrich data
  • Implement a digital deletion policy that complies with the GDPR

Step-by-step plan

1. Inventory
An experienced consultant will look at the documents with you, explain the possibilities and give advice on the best way of digitisation to suit your wishes, requirements and budget.

2. Quotation proposal
Archive-IT will make you an offer, in which everything is specified.

3. Agreement & planning
Are you going to work with Archive-IT? Then you will be assigned a project manager who will be your contact person during the process. The project manager will agree on the final scanning dates with you and will make a planning online, which you can access at any time to follow the process.

4. Transport
Archive-IT will take care of the exclusive transport from your location(s) to our headquarters.

5. Registration
All files will be registered individually and provided with a unique barcode number. You will receive a protocol of receipt. On this protocol all files registered by Archive-IT are listed, which guarantees 100% reliability of delivery.

6. Scan-preparation and cleaning
The files are cleaned of non-scannable materials, such as staples and paper clips. The content can also be cleaned up as agreed.

7. Digitalisation
With high-quality high-volume scanners, we digitise your documents at a fast pace. Blank pages are automatically filtered out.

8. Vitalising
It is possible to apply data enrichment to the digital files. Think of OCR, classification or data extraction. These are software steps that are carried out after the digitisation process, adding more value to your data.

9. Export
After digitising and possibly vitalising, the digital files are prepared for export. There are several possibilities: 1. Archive-IT software 2. On behalf of your own system 3. Secure data transfer.

10. Destruction/storage/return
When the project is finished, Archive-IT will store both the digital and physical data for three months. After these three months the choice is yours: destroy confidentially, store at Archive-IT or return.

Digitising your documents

For every project we look at which method of digitisation is the most suitable. Archive-IT has specialised equipment to digitise a wide variety of documents. Amongst others we digitise the following types of documents:

These are just a few of the possibilities. Curious about the possibilities for your documents? Ask one of our staff members, free of obligation.

Costs of digitising archives

Every project requires a tailor-made quote. Based on various parameters, an Archive-IT consultant will draw up a proposal for you. The advisory and introductory meeting is without obligation. We are happy to visit you on location, or coordinate the situation with you remotely. Because there are many different choices to be made when it comes to digitization, this meeting is a valuable moment to give you a realistic picture of the rates for digitization. Curious about the costs of digitising your archive? Contact us and you will receive a tailored proposal!


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