It is the most efficient method for storing, preserving, managing and consulting large amounts of documents.
We can digitize, classify and index all types of documents; everything that is on paper.
Digitization ensures access to information. Original documents, once scanned, may no longer be exposed to eventualities related to their physical handling. This is essential for archives that wish to be physically preserved.
Digitization allows you to free up surfaces previously used to store documents. Once the images have been obtained and safeguarded, one can decide to keep them in specialized external deposits or other destinations.
In this phase, the documents to be digitized are classified and ordered according to the client's needs. Likewise, this task will determine the next phases of the digitization process and consists of identifying whether the capture of the documents will be carried out individually or in bulk, in batches.
Prior to digitization, the documentation to be scanned is prepared, reviewing sheet by sheet that does not contain elements that prevent its agile capture or that hinder the scanning process.
• Remove foils, hooks/staples, clips, nepacos, ringed, etc…
• Separate documents with several joined pages. Rotate the pages that are upside down.
• Review of non-standard documents (envelopes, post it etc.)
In the digitization (scanning) phase, the digital image of the original paper document is obtained.
In the first place, the most appropriate scanner for the type of document, size and state of conservation must be selected, and in this way guarantee the integrity of the digital images and their quality.
For projects we have access to a wide variety of equipment: high and medium production scanners up to A3, flatbed or plan, planetary/orbital, plans and microfilm/microfiche.
Then the file format is defined and the digitization parameters are established according to the project/client requirements.
Most frequent configuration values:
• Single or double side
• Color modes: B&W, Grayscale, 8-bit, 256 tones, and
• Format: PDF or PDF/A single or multipage, JPEG, TIFF, etc.
• Suggested capture resolution: 300 dpi
The structure of the database is defined according to the indexes required by the project/client, for the correct access and visualization of the digitized documentation. In this phase, all the identifying information of the documents necessary for uploading them to the digital archive is gathered, for example no. of file, date of the document, document type, etc. This information is relevant for the identification of the document and its future consultations. According to the type of disaggregation (level of detail) we can offer:
INDEXING Standard (1 node)
Global identification of the file/file/folder/other documentary set
Detailed INDEXING (> 1 node)
Specific identification of a document or set of documents contained in a file/file/folder/other documentary set.
The task can be performed manually or through the optical data recognition technology associated with the document:
• OCR - Optical Character Recognition
• Barcode/QR recognition
The quality control of the images is carried out in line with the scanning process and consists of verifying that both the digital image and the significant data obtained in the scanning process are faithful to the original paper document.
• Correctly aligned images
• Have no added margins
• Be a faithful and integral representation of the documentary unit
• Be visible and/or legible
The entire process is supervised and a second quality control is also carried out on a sample of the final digital files, chosen at random.
Delivery of digitized documents and return of physical documents
DIGITAL FILE - IMAGES
During the service we can store the images on dedicated servers providing access by FTP or send them through Google Drive, Dropbox or another system. At the end of the project, a BACK-UP (backup copy) is always delivered by means of digital support such as a pen drive, external disk or DVDs.
Once the digitization is finished - and the final approval for the work carried out has been received - the documentation (files, folders or others) is collated again for its return, according to how it was originally received.
The delivery of the material -in the case of carrying out the work in our offices, they are carried out with the company's own personnel, thus guaranteeing confidentiality and absolute responsibility in handling the documentation.
Developments of systems tailored to the digitization project during the service, if required, we propose a system for the visualization of documents already digitized. The basic idea of every viewer is that in case of urgency, the information of the documentation that requires priority can be accessed, in a timely manner.
For IN SITU services, customer offices
For EXTERNAL services, at the supplier's offices
José Mármol 1267 | C1255ABE | Ciudad Autónoma de Buenos Aires
tel (+5411) 4922.7842 | cel (+54911) 3400.7842 | email email@example.com
design alauna | firstname.lastname@example.org