Document digitisation services

Today, most businesses and public authorities manage documents in a hybrid way: some documents are already created and managed only in electronic form, while others are still paper-based. The balance between paper and electronic documents depends on the field of work, legal regulations, working with third parties and established internal processes. It is certain that the increasing orientation of companies towards data and e-services will gradually increase the proportion of electronic documents in all areas. Companies are therefore increasingly looking for answers on how to deal with their existing paper archives, what documents are worth digitising and using and storing only in electronic form, and what is still worth keeping in paper form? Deciding on the types of electronic documents is also an important decision on where to store and use the documents and how to access them (document/content management software, necessary document metadata, formats, etc.). If you have already made these and related digitisation decisions, it’s time to move on to the next steps and consider the digitisation service we are ready to offer you.

Why outsource your document scanning project to a professional service provider?

  • Qualified professionals
  • Variety of high-end scanning equipment
  • Document quality assurance procedures
  • Preparation requires manual work by highly experienced staff
  • Technical knowledge required to process large volumes of data
  • The total cost of outsourcing is significantly lower than in-house

10 reasons to choose our company as your document conversion team:

1. Experience and reputation
2. Wide range of document types
3. Versatility
4. Top-of-the-range equipment
5. Safety and compliance
6. In-house scanning experts
7. Commitments and Compatibility
8. 100% quality control
9. No job is too big or too small
10. Proven processes

“Archyvita“ provides document scanning services for companies and organisations in Vilnius, Kaunas and throughout the Republic of Lithuania. We also help companies set up their own document management systems to manage their digitised documents.

We start by visiting your premises, reviewing your documents and understanding how you will use them once they are digitised. In some cases, we carry out a test digitisation to better assess the requirements of a particular digitisation project.

Based on the information gathered, we will provide you with a proposal for the digitisation project. This will normally be broken down into component costs, such as the labour costs of preparing the documents, the cost of scanning one file, the cost of indexing, etc. However, we can also provide you with a detailed cost per unit of digitisation if you wish.

We specialise in high-speed and large-format document scanning/imaging. We use feature-rich industrial scanning equipment to ensure that we capture all data, regardless of its location in the document. Our scanning process includes both plain and double-sided material, preparation, removal of staples, paper clips and sticky notes. After digitisation, we provide clients with a physical copy of the data on an encrypted hard drive or via SFTP server, or we provide 24/7 access to the digitised documents by authorised persons via our E-archive system.

Sectors we work with:

Project steps for digitising paper documents:

1. Pick-up: At this stage, the physical documents are collected from the client’s location. It is very important that this is done carefully to maintain the integrity and confidentiality of the documents.

2. Registration of documents. : Documents may be catalogued and barcoded so that they can be tracked throughout the digitisation process and a clear audit trail can be established from the start.

3. Cleaning and preparation. This may include removing staples and paper clips, tidying up torn pages and organising documents. The aim is to ensure that the documents are in the best possible condition for quality scanning.

4. Scanning: Scanning involves digitising documents using specialised scanners. The settings and methods vary depending on the type of document and the quality required. It is a painstaking process, often involving an OCR process as well as high-resolution files to ensure legibility and usability.

5. Indexing. : This means that each document is assigned metadata, which may include titles, dates, document types and other relevant information. Indexing is essential for searching and managing digital files.

6. Quality assurance: After documents have been scanned and indexed, the quality assurance phase is crucial. This involves comparing the digital copies with the originals to ensure completeness and legibility. Any errors detected are corrected and, if necessary, re-scanned.

7. Backup to disc: Digital documents shall be backed up to discs or other media. This backup is essential to protect against data loss due to hardware failure or other unforeseen events.

8. Project delivery. This may involve the transfer of files by secure digital means or the provision of physical storage devices. The method of delivery would be agreed upon at the initiation of the project to ensure security and convenience for the client.

9. Secure destruction or transfer to storage: The final step often involves the secure destruction of the original documents, if requested by the client. The description of the procedure for the selection and preservation of paper documents in electronic form, approved by Order No VE-73 of the Lithuanian Chief Archivist of 18 December 2019, allows companies to destroy paper documents after digitisation, but only after the steps set out in the description have been followed (internal regulations, appropriate measures for information infrastructure, digitisation, signing of the electronic documents and preservation). This destruction shall be carried out by shredding in such a way as to ensure confidentiality, as evidenced by a certificate of destruction. In our experience, companies are more likely to keep back-up paper copies of digitised documents in our repositories or in their internal archives.

If necessary, you can order and receive copies of the documents you need within 4 working hours at any time during the digitisation project. To discuss your document digitisation project in more detail, please contact us here.