Many organisations still maintain paper archives—whether from the past or ongoing. These archives often take up unnecessary space, and location can become a limiting factor since a document can only exist in one place at a time. The challenge also lies in searching for and finding the right information. Additionally, as more work is done digitally, hybrid environments have become the norm—part of your documents are still on paper, and part are digital. Accessibility and security are becoming harder to maintain, not to mention efficiency.
Digitising
Hybrid world
By digitising paper information, you can say goodbye to the hybrid world in one go:
- Free up valuable space within your organisation
- Your documents are no longer location-dependent
- Authorised accessibility can be easily and securely managed
- Never search for a file or specific document again
- Take advantage of digital technologies to enrich data
- Implement a digital retention policy that complies with GDPR
Steps for Digitisation
1. Inventory
An experienced consultant will work with you to assess the documents, explain the possibilities, and provide advice on the best digitisation approach that suits your needs, requirements, and budget.
2. Proposal
Archive-IT will create a customised proposal, specifying all the details.
3. Approval & Scheduling
Once you agree to work with Archive-IT, you’ll be assigned a project manager who will be your point of contact throughout the process. The project manager will finalise the scanning details with you and create an online schedule that you can access anytime to track the progress.
4. Transport
Archive-IT will handle the exclusive transport of your documents from your location to the Archive-IT headquarters in Reuver.
5. Registration
Each document is individually registered and assigned a unique barcode number. You’ll receive a protocol of receipt listing all the documents registered by Archive-IT, ensuring 100% delivery reliability.
6. Prepare and Clean
The documents are prepared by removing non-scannable materials, such as staples and paperclips. As agreed, content can also be cleaned up.
7. Digitisation
Using high-quality high-volume scanners, we quickly digitise your documents. Blank pages are automatically filtered out.
8. Data Enrichment
You can apply data enrichment to the digital documents, such as OCR, classification, or data extraction. These software steps, applied after digitisation, add further value to your data.
9. Export
After digitisation (and optional enrichment), the digital files are prepared for export. There are several options: 1. Archive-IT software 2. For your own system 3. Secure data transfer
10. Destruction/Storage/Return
Once the project is complete, Archive-IT will store both the digital and physical data for three months. After three months, you have the choice: securely destroy, store with Archive-IT, or return the documents.
Documents We Digitise
For every project, we determine the best method for digitisation. Archive-IT has specialised equipment to digitise a wide variety of documents. We digitise the following types of documents, among others:
- Books
- Construction files
- Large format drawings
- Patient records
- Personnel files
- Substitution documents
This is just a sample of the possibilities. Curious about the options for your documents? Feel free to ask one of our team members.
Cost of Digitisation
Each project requires a customised proposal. Based on different parameters, an Archive-IT consultant will prepare a proposal tailored to your needs. The consultation and introductory meeting are free of charge. We are happy to visit your location or, if more convenient, coordinate the situation remotely. Given the many options involved in digitisation, this discussion is a valuable opportunity for us to provide you with an accurate picture of digitisation costs. Curious about the costs of digitising your archive? Contact us, and you’ll receive a personalised proposal!
Reference
“When you see the measures Archive-IT takes to maintain a high level of information security, you know: for service, quality, and meticulousness, Archive-IT is the place to be.”
Debora Janssen
| Legal Secretary,
"During our company visit to Archive-IT, we were so impressed by the way Archive-IT ensures the security of files—both physical and digital—that the decision was quickly made for us. One example is the gas extinguishing system, which gave us a great sense of security!"
Our customers
