Document digitization services that make your paper archive searchable Scanned, read, corrected and filed where your team already looks
Digitize paper records into an archive your team can search From boxes of files to documents found by name, date or number
How our document digitization process works Five steps, from the first box to a searchable archive
- Before scanningPlan the archiveWe agree the folders, the index fields and the file format with your records owner.
- Every boxPrepare and scanStaples come out, pages are flattened, and every page is scanned in order.
- Every boxRead and correctOCR reads each page, and people correct the pages it can't read with confidence.
- Every boxIndex and checkEach file gets its tags, and the batch owner checks page counts against the box.
- DeliveryLoad and hand overFiles go into your system, and you agree with us what happens to the paper.
When document digitization services are the right fit And when you need ongoing scanning or data keyed from the pages
A good fit when
- Years of paper records fill cabinets, rooms or offsite storage
- People walk to a file room, or wait for a box, to answer a question
- You want the paper gone, and the records kept and searchable
Look elsewhere when
- New paper arrives every day: see scanning and indexing
- You need the data inside the pages keyed into a system: see PDF data entry
- The records are already digital and only need converting
Our document digitization services in detail What each part of the work covers, and what you have at the end
Document digitizing services for high-volume archives
Orders, invoices, KYC files, contracts and case files still sit on paper in many businesses. Paper can be lost, damaged or read by the wrong person, and it can only be in one place at a time.
We scan whole archives, box by box, into secure digital files your teams can open from any office. Every box is counted in and counted out, so you know nothing was missed.
OCR conversion services
OCR turns the image of a page into text, so a search finds the words on it. We use OCR for printed text and ICR for handwriting, and save each page as a searchable PDF or in the format your system reads.
OCR clean-up services
OCR misreads faded print, stamps, tables and handwriting. Agents compare each OCR result with the page image and send the uncertain ones to a person, who corrects them against the original.
That matters most for the fields people search by, such as names, dates and account numbers.
Metadata and indexing for easy searching
Each digitized file gets the tags your team searches by, such as the customer, the date, the document type and the reference number. Agents read the tags from the page, and rules from your records policy decide where each file belongs.
- Index fields agreed before scanning starts
- Folder structure that matches your records policy
- Tags written into the file or into your database
Loading files into SharePoint, SAP and cloud storage
We load the finished files straight into SharePoint, SAP, OpenText, Google Drive or the document system you run. The index fields come with them, so the archive is searchable on the day it lands.
Handwritten and poor-quality originals
Old records are often faded, torn or written by hand. We clean up the image before it is read, and a person reads every page the agents can't read with confidence, instead of leaving a gap.
Questions about document digitization services What records owners ask us before the first box
Is my data secure when I work with a document digitization company?
You decide where the images are stored and how we reach them, and only the people on your project can open them. Damco signs your confidentiality agreement before the first box, and you keep full ownership of every file.
How long does a document digitization project take?
It depends on the number of pages, their condition and how many index fields each file needs. We scan and index a sample first, then give you a plan with a date for every batch.
How is metadata added to digitized files?
Agents read the index values from each page, such as dates, names and invoice numbers, and apply the tags your records policy sets. A person checks the values the agents are unsure of, and the tags are written into the file or into your database.
How do you handle handwritten documents or poor-quality originals?
Handwriting is read with ICR, and poor images are cleaned up before they're read. Anything the agents can't read with confidence goes to a person, who reads it from the image.
Can you load digitized files into SharePoint, SAP or other cloud platforms?
Yes. We load files with their index fields into SharePoint, SAP, OpenText, Google Drive and most document management systems, through the access you give us.
Tell us how much paper you have
Describe the records and where they need to end up, and we'll show you how we'd plan the archive.