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Scanning and Digitisation

Our scanning services help you deal with paper files and the misplacement of important records. We simplify complex documentation exchanges and our document scanning and digitisation service can help improve work processes and productivity.

 

Our scanning services convert your files from hardcopy format into useable electronic data. This useable electronic data can be transferred to a digital archive with the capacity for easy online retrieval.

Benefits of our Document Scanning and Digital Access Services

Secure online storage and retrieval of documents: No matter what the request, we can digitise your files safely and securely. Our state-of-the-art scanning software allows for the data capture of large or small volumes of hardcopy documents.

Flexible options to suit your business requirements: Our highly customisable scanning service can be tailored to your document retrieval needs. Depending on how often you need to store and retrieve your documents, we have a plan to suit your needs.

Gain greater operational efficiency:  Remove the fuss and associated costs of manually processing your documents and reduce reliance on physical storage space and the need to own technological hardware.

Improve traceability of your documents: Track records through our web hosted repository and reduce time searching for files with an efficient document indexing process.

 

Scanning Process

Outlined below is an example of a typical scanning and digitisation service we provide to our clients. Our scanning services can be customised to your requirements.

Collection

Collection

Depending on how you currently store your documents, OASIS will either collect the documents from your office or - if they are already stored with us - take them from your existing archive and securely transport them to our scanning bureau. Alternatively, all scanning can take place at your own premises.

Upon arrival at the scanning bureau the unique barcode for each box of records or file (depending on how they are stored) is registered. These barcodes enable us to track the location of your files as they move through the scanning process.

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Scanning Preparation

Once received your documents are prepared for digitisation. This is the most labour-intensive part of the process, as great care needs to be taken to ensure that all documents are free from staples, clips, post-it notes and creases.

Where necessary, documents are taped and placed in clear plastic sleeves to ensure the highest quality scan. Once files have been prepped, our scanning specialists evaluate the document’s key characteristics, like page size and whether documents are simplex or duplex printed. Documents are then classified accordingly.

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Scanning

Using state-of-the-art scanning equipment, our scanning specialists can digitise any type of document to the requested resolution and format. This includes (but is not limited to) files, certificates, manuscripts, magazines, newspapers and technical drawings.

Once scanning has been completed, the files are compiled. This document is then subjected to a rigorous quality check, where our scanning specialists resolve any remaining identified issues.

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Delivery and Storage

The digitally captured hardcopy documents are then formatted into the desired media and provided to you. There are a range of options for delivery of the data including DVD, secure email or SFTP. Alternatively, we have several hosting options allowing you to preview, download, print and modify your records from any location.

These easy-to-use information management portals gives you full control over your digital files, making it a cost-efficient method of gradually creating your bespoke digital archive.

Document Scanning Options

Scan on Demand

Selective file scanning

Our Scan-on-demand service is used by many of our document storage clients as a quick and easy alternative to physical document delivery. This option saves clients from scanning entire archives and instead gives them cost effective digital copies of their files and records as they need them.

Bulk Scanning

Large scale digitisation of records

Often chosen by organisations with large volumes of historical physical records, this option allows clients to convert entire archives into searchable digital records. Clients benefit from improved compliance, and authorisation control. For additional security many clients will choose to keep a digital backup of their archive in our secure media vault. 

On-site Scanning

Digitisation of confidential records

Ideal for clients who handle sensitive or confidential documents that must stay onsite for security reasons. In these instances, OASIS can provide the necessary hardware and personnel to quickly and affordably create an electronic archive, allowing clients to maintain control of their records and eliminating the need to pack and ship documents.

Mailroom Automation

Digitisation of Physical Mail

Capture and classify all incoming documents. The digital mailroom lets you remove cumbersome mailroom delivery processes by converting incoming mail into an easily accessible electronic format. By adopting this automated and centralised process you can improve efficiency and lower operational costs associated with inbound document organisation and distribution.