ISO and Government Approved Digitisation Specialists

On-Site Document Scanning

For over 35 years, Scan2Archive / Gosford Micrographics and Scanning have been digitising sensitive materials for Government departments and private enterprise that require a high level of confidentiality and signing of non-disclosure agreements. 

Independently certified under ISO 9001:2015 quality framework, we follow strict quality control guidelines to ensure customer materials are handled with care and in confidence at all times.

As an alternative to digitising your project files at our secure scanning facility, we also offer complete document scanning services at your office. This service includes:

  • Onsite consultation and project scheduling
  • Installation of Preparation workstations
  • Installation of Scanning workstations
  • Digitisation and file conversion software
  • Personnel to prepare, scan and output files to digital form
  • File output and naming to agreed conventions
  • Personnel to reinstate paper files to their original location (optional)
  • Regular project progress reporting
  • Digital files delivered on portable hard drive or direct upload to your digital storage repository
  • Optional secure destruction of original files

Scan2Archive / Gosford Micrographics and Scanning maintain an excellent reputation for professional digitisation services. We take the security and confidentiality of your materials seriously. To discuss your on-site project requirements further, contact us today.

CASE STUDY: PROJECT SNAP SHOT

Scan2Archive recently completed an onsite project to digitise 275 client files from 80 filing cabinet drawers and 3 plastic tubs for a Financial Services company in Sydney.

  • 2 Scan2Archive personnel
  • 4 x 2 metre office footprint required
  • 80 Filing cabinets, 3 Plastic Tubs of client files
  • Total of 250,000 pages
  • 10,000 pages prepared, scanned and converted to PDF per day
  • 130 Gigabytes of file storage required for 275 client files
  • Project completion in under 6 weeks

The customer had originally employed a contractor to carry out the project internally and after weeks of processing the files through their multifunction office printer, they realised the complexity of the task and time needed to complete the project. 

Additionally, the customer underestimated the demand on permanent staff to manage the project and contractor for what would have been up to 6 months.   

Scan2Archive met with the customer, discussed the project requirements and provided a proposal to digitise all client files within 6 weeks. 

Within 1 week of customer acceptance of the proposal, the workstations were installed onsite and acceptance testing complete. 

Two Scan2Archive personnel were assigned to the project, rotating between file preparation, scanning, quality control and file outputting tasks.

 

Each client file was divided by tabs and coloured manila folders into sections such as Correspondence, Investments Superannuation and Insurance. 

The files were prepared with file naming sheets for each section. This allowed for automatic file naming and splitting during the scanning process.

File preparation included the removal of staples and clips, unfolding of corners, repairing of tears and repositioning of “Post-it” notes to ensure no text was covered on the page.  

File scanning, conversion to PDF and quality checking was carried out by the Scanner Operator. Quality checking ensured correct page rotation, deletion of blank pages, border removal and straightening of pages. 

This stage also checked for legibility of smaller sized text and figures within detailed tables for example. Rescans were carried out as needed.

After scanning, files were reinstated into their folders in original order. The files were secured with rubber bands ready to be returned to filing cabinets. 

The customer was given regular project progress reports and weekly delivery of digitised client PDF files.

On average, 10,000 pages per day were prepared, scanned, converted and named onsite. With two Scan2Archive / Gosford Micrographics and Scanning personnel, the project was completed in less than 6 weeks. 

At the conclusion of the project, all digital PDF files were reconciled against the customer supplied client list to ensure no clients were omitted from the digitisation process.

Following customer sign-off, workstations were data sanitised and removed from site in less than 2 hours. 

It was estimated the customer saved $16,000 and up to 30 weeks by outsourcing to Scan2Archive rather than completing the project internally. (Savings based on customer contractor wages, management wages, staff wages for reinstatement and quality checking, scanning equipment up-keep and maintenance costs).