Digitization of Records
Twenty years of paper, searchable in seconds.
We take rooms full of paper and turn them into an indexed, searchable, permission-controlled archive — without the originals leaving your custody if you would rather they did not.
The cost of a paper archive
Physical records are not just slow to search. They are a single point of failure. One flood, one fire, one misfiled box, and a record that a regulator or a court will ask you for is simply gone. Meanwhile, a staff member spends twenty minutes in a storeroom to answer a question that should take five seconds.
- Storage rent for boxes nobody has opened in years
- A retrieval request that takes hours, not seconds
- No way to prove who accessed a file, or when
- Records degrading faster than they are being used
How the work runs
On-site or at our facility
If your records cannot leave the building — medical, legal, government — we bring the scanning operation to you. Otherwise we collect under a documented chain of custody.
Scanning built for the material
Bound volumes, fragile ledgers, large-format drawings and standard files each need different handling. We do not force everything through one feeder.
OCR and indexing
Every page becomes full-text searchable. Beyond that we tag the fields you actually search by — account number, patient ID, date, department — so retrieval is a filter, not a hunt.
Quality control that is checked, not claimed
A sampled second pass against the originals, with a defect rate we report to you rather than one we assert in a brochure.
Delivered into a real system
Files land in DigiDocSmart, or your existing document system, or as a structured export. Not a folder of 400,000 PDFs named scan_0001.
How an engagement runs
- 01
Survey and pilot batch
We assess condition, volume and document types, then run a small pilot batch. That gives you a real per-page cost and timeline before you commit to the whole archive.
- 02
Prepare and capture
Staples removed, torn pages repaired, batches barcoded so nothing is ever unaccounted for. Then high-resolution capture with automated image quality checks.
- 03
Index and verify
OCR plus the metadata fields you nominated. Sampled verification against originals, with the defect rate reported back to you each batch.
- 04
Load, verify, return
Archive loaded into your system with permissions applied. Originals returned to you, or securely destroyed with a certificate — your call.
What you actually receive
- Full-text searchable PDF/A, the archival standard
- Indexed metadata on the fields you nominated
- Chain-of-custody documentation for every batch
- Per-batch quality reports with measured defect rates
- Loaded into your document system with permissions set
- Certificate of destruction, if you choose that route
Next step
Have a digitization problem you want a second opinion on?
Send us the messy version. We do not need a written brief to have a useful first conversation.