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DATA, DIGITIZATION
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Solution 01

Bulk digitization that produces records, not just image files

Controlled, quality-assured conversion of physical archives into indexed, searchable digital records — with chain of custody maintained from collection to destruction.

A stack of paper documents prepared for scanning

A scan is not a record. A digitization programme only pays back when every file arrives in your systems correctly classified, searchable, complete and defensible against audit. That depends far more on the preparation, indexing and quality control around scanning than on the scanners themselves.

We run digitization as a controlled project: assess the collection, agree the index and metadata model with the people who will use it, convert under documented chain of custody, verify against sampling thresholds, then load into your repository and deal with the paper.

What you get
Files retrievable in seconds rather than hoursFloor space released from paper storageA defensible audit position for historic recordsBackfile and day-forward capture running to one standard
What the service covers

Scope of the service

Bulk document scanningBackfile conversion of boxed, bound and loose records, with document preparation, de-stapling, repair and reassembly handled as part of the run.
OCR & searchable documentsOptical character recognition producing searchable PDF/A output, so the text inside a document is findable and not only its file name.
Metadata & indexingAn index model agreed against how your teams actually search — by member, account, case, parcel or period — captured at the point of scanning.
Barcode & QR indexingBarcode separator sheets and QR tagging to automate batch separation, reconcile files against inventory and link a digital record back to its physical original.
Quality controlImage quality, completeness and index accuracy verified against agreed sampling thresholds, with rescans tracked to closure before a batch is signed off.
Large-format & fragile documentsPlans, drawings, maps, registers and bound volumes handled on appropriate equipment, including non-contact capture for damaged or brittle material.
Secure document handlingDocumented chain of custody at every transfer, controlled working areas, vetted personnel and confidentiality undertakings covering the whole engagement.
Digital repository integrationOutput delivered in the structure your repository expects, whether that is an EDRMS, a line-of-business system or structured folders with an accompanying index.
Migration into EDMS/EDRMSBulk load of converted records with their metadata into a document or records management system, including mapping to its classification scheme.
Physical document destructionCertified destruction of source paper once verification is complete and retention rules permit, with certificates issued for your records.
How a digitization project runs

Delivered in sequence

Each stage produces something the next one depends on, so nothing is started before the decision it rests on has been made.

01Collection assessmentVolume, condition, document types and current filing logic are surveyed to size the work and expose anything needing special handling.
02Index & standards designMetadata fields, naming, file formats, resolution and quality thresholds are agreed and documented before conversion begins.
03Preparation & captureRecords are prepared, batched and scanned under chain of custody, with barcode separation reconciling each batch against the inventory.
04Verification & QCSampled images and index values are checked for legibility, completeness and accuracy; failures are rescanned and re-verified.
05Delivery & dispositionRecords are loaded into your repository, reconciled, and the source paper is returned, archived or destroyed as agreed.
Handled in line with

Standards this work answers to

Kenya Data Protection Act, 2019Documented chain-of-custody proceduresAgreed image quality and sampling thresholdsPDF/A output for long-term preservation
Questions

Common questions

Yes. Where records cannot leave your site — or where regulation requires they do not — we can establish an on-site scanning bureau within a controlled area you provide. The alternative is a supervised transfer to our facility under chain of custody. Both are scoped at the assessment stage.

Other solutions

Where this connects

Electronic Records ManagementAccess control, workflow, retentionSecure Records ArchivalPhysical, hybrid, disaster recoveryData Governance & CompliancePolicies, retention, advisoryDigital Transformation AdvisoryAudit, strategy, change management

Talk to us about document digitization

Tell us about your records environment and we will come back with a structured next step: an assessment, a scope or a proposal.

Request a Consultation