Scanning and conversion of physical archive to fully structured electronic archive.
Scan to e-Archive
Our Scan to Archive is a simple and cost effective electronic archiving solution. It is tailored based for those documents, files and folders which are traditionally stored in the filing cabinets, storage rooms or sent to an archive warehouse. As these documents are not required for day-to-day running of the business but are required to be stored and made available upon request for legal, compliance, business process and customer services.
Some of these documents include:
- Account Payable & Receivable
- HR Leavers Files
- Medical Records
- Project Folders
- Customers Files
- Legal Case File
- Property Files
- Delivery Notes
Our Scan to Archive model creates an exact digital copy of the original file and index the digital file by the file label. Once digitally archived onto a disk, local network folder or on our hosted cloud, the originals are securely shredded after an agreed period with certification.
So for example, if you have a folder for Supplier's Invoices, we will apply the following processes;
Firstly we will removal all document fasteners, staples etc. The documents will then be fed in the specialised document scanners and all documents will be scanned in the original order that these were stored in the folder creating one digital file [PDF] per file /folder. The PDF file will then be indexed [Named] by what is written on the label or spine of the folder. This index information is used for storage and retrieval purposes.
e.g. Suppliers Invoices_00001 – 00500_January 2014.PDF.
Additional features such as OCR (Optical Characters Recognition) can be added to make the files fully text searchable to allow individual documents to be searched by what has been printed on them such as name, address, reference number, date, description etc.
An option to our Scan to Archive Model is our free Halogen Archive Application which provides secure storage, user friendly retrieval and fast search functionality or the archive can be accessed via our fully managed Pearl Cloud system.