Document Digitization

Our digitization service converts paper records into high-quality digital files while preserving the structure and order of the original documents.

What’s included

• Scanning of single sheets, multi-page files, stapled packets, and mixed-size documents

• Image cleanup (deskewing, contrast balance, removing blank pages, etc.)

• Consistent file output (PDF, PDF/A, TIFF, JPEG based on your needs)

• Standardized DPI settings based on record type (typically 300–400 DPI)
  
  

What makes this different

We emphasize organization and consistency — each project begins with a short intake discussion to confirm the exact structure and naming format to be applied across all scanned records.

Searchable PDFs Conversion (OCR)

Searchable PDFs make it possible to locate information without scanning through pages manually.

OCR Capabilities

• Text search within PDF documents

• Recognition of typed and printed text

• Optional extraction of limited handwritten block letters (accuracy varies)

• Search-enabling long-form or multi-page files
  
  

Limitations (Important for Agencies)

• OCR is strongest on printed/typed documents

• Cursive handwriting is rarely OCR-readable

• Extremely degraded or damaged paper may reduce accuracy

We clarify expected OCR success rates during intake to avoid over- or under-promising.

Backlog & Archive Conversion

For organizations with years or decades of accumulated paper files, we offer structured backlog reduction.

How this service works

• We categorize backlog documents into batches or phases

• Each phase is digitized, processed, and delivered before the next begins

• Optional priority sequencing (recent records first, by department, by case type, etc.)

• Progress tracking and simple reporting for internal updates
  
  

Ideal for

• Legacy archives

• Records stored in boxes, file rooms, or offsite storage

• Departments undergoing modernization or reorganization

File Naming & Digitial Folder Structure

Digitization is only useful if files are easy to navigate. We create logical digital structures based on your organization’s workflow.

What this includes

• Naming conventions based on case numbers, client names, dates, or other identifiers

• Folder structures aligned to your current organization OR improved structures if needed

• Optional index or master directory spreadsheet
  
  

Before scanning begins, you’ll receive a sample digital structure for approval.

Secure Delivery & Transfer Options

We provide multiple secure delivery methods depending on your environment.

Options include

• Encrypted shared folder delivery (Drive, OneDrive, secure share, etc.)

• Encrypted USB or external drive

• Password-protected ZIP transfer

• Department-by-department split delivery
  
  

All original physical documents are returned, unless your agency requires certified destruction (you can contract a shredding vendor if needed).