ISO and Government Approved Digitisation Specialists

Financial Planner File Scanning​

Digitise your clients’ financial files fast, and at a great price – with a safe, secure and easy ISO-accredited solution that takes the pain out of document scanning.

Scan2Archive are the experts in financial planning document scanning. With over 15 years’ experience, we take the complexity out of document digitisation and file management. 

ISO quality
Management system 

Our ISO quality management system ensures the confidentiality and security of your customers’ data is our number one priority.

We use state-of-the-art equipment that ensures the data capture is of the highest standards and can be uploaded into all financial planning software and CRM solutions including X-Plan, Coin and Midwinter. Plus, as scanning is our core business, we’re able to pass on our cost savings to you.

Document Scanning Services
Why Choose Us?

Personal and Professional Service

We strive to provide a first class customer experience. Along with digitisation professionals, Scan2Archive is a team of customer service professionals.

35+ Years of Experience

Scanning experience in Government, Medical, Financial, Engineering, Arts, Mining and Construction sectors. Tried and tested service offerings backer by AS/NZS ISO 9001:2015 Quality Accreditation.

Purely Scanning Specialists

Be the beneficiary of best practice techniques, efficient workflow and quality results. Our focus is purely on continuous improvement of scanning techniques and digitisation of paper based products.

Secure Collection Australia Wide

Secure freight network for the timely and safe collection of materials nationally. Our transport vehicles have no identifiable markings and Scan2Archive staff are experienced in the handling and transportation of sensitive archival documents.

Security and Confidentiality

We take the security and confidentiality of our clients materials seriously. All Scan2Archive employees sign a legally binding confidentiality agreement and receive specific training regarding the handling and processing of sensitive and confidential materials. Additionally, criminal record checks are completed for employees working on restricted projects.

Government Approved Supplier

Scan2Archive are an approved vendor for NSW Government Procurement ICT Services SCN0020 Category G20 — Digitisation and a signatory to Queensland GITC5 for Government purchasing.

To find out more about our services in scanning financial planner files, contact us today for a fast, obligation-free quote.

The Definitive Guide to
Digitisation and Document Scanning

Contemplating going paperless, relocating offices, looking for easier access to files, trying to mitigate the loss of fire, flood or theft or you may need to adhere to new industry requirements or you want to facilitate and enhance, sharing and collaboration; these are many of the reasons businesses decide to digitise their paper documents through scanning.

If you have decided to go digital with your paperwork there are a number of considerations to take in to account. The first question to be answered is whether to scan yourself or a member of your staff or to outsource to a professional scanning bureau. The answer to this question will often be solved when you assess the volume of materials to be scanned.

If you have a large volume of paper documents stored in filing cabinets, on desks, in compactus, or already boxed, it is definitely worth engaging a professional digitisation specialist firm.

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Some of the benefits of outsourcing
your document scanning to a specialist organisation

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  • Better image quality through the use of production grade scanners
  • Can include optical character recognition (OCR) for searchability
  • Doesn’t tie up your time or that of your team leaving them free for higher value work
  • No capital expenditure required to purchase high volume scanning equipment
  • A professional scanning bureau can scan large quantities of paper documents in a relative short period of time
  • Once the documents are scanned an all-inclusive project will often include secure destruction of your materials freeing up valuable office space
  • An accredited certified scanning business will have robust audited processes limiting the likelihood of a file being misplaced or lost

THE SCANNING PROCESS

All scanning projects should commence with a consultation between the customer and the scanning provider.  Every customer and project have specific requirements and it’s important for the vendor to understand the individual needs for each project. A detailed quotation and scope of work document should be developed to articulate how the project will be executed including the costs, time, naming, and metadata requirements.

Document security and confidentiality is often the most important consideration for any digitisation project.  Secure transportation of the materials from the customers premises to the scanning facility is of paramount importance.  The manner in which the materials are boxed prior to transportation plays a critical role in protecting the materials during transportation.  Boxes should be appropriate for the weight and size for the materials and be made from durable cardboard or other material as necessary.

To find out more about arranging document scanning for your business, contact us today for a fast, obligation-free quote.

Once the materials are received at the scanning facility they should be stored in a secure area with consideration for temperature and humidity, light, air quality, pest management and the area should comply with workplace health and safety requirements.   Materials are then ready to be prepared.  This process should include the removal of any plastic sleeves, paper clips and staples.  Documents should then be dusted and cleaned, sorted, ordered and any paper tears repaired ready for scanning. 

A professional outsourced scanning solution will include the use of high speed, state-of-the art production scanners.  The use of high-speed production scanners enable sophisticated image quality and enhancement features whilst producing high definition colour images.

The quality assurance process should ensure that each step in the preparation and scanning process has a specific quality check.  This should include every image being checked and that file outputs match the customers’ requirements as part of our quality assurance program.  

document scanning prep

things to examine
In Digital Image Checking

  • Smallest detail legibly captured (e.g. smallest type size for text; clarity of punctuation marks, including decimal points)
  • Dimensional accuracy compared with the original
  • Completeness of detail (e.g. acceptability of broken characters, missing segments of lines or pixels etc)
  • Scanner-generated speckle (i.e. speckle not present on the original)
  • Completeness of overall image area (i.e. missing information at the edges of the image area)
  • Colours or tones in comparison with the original (i.e. density of solid black areas)

File Naming and
Meta data Extraction

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This will have a big impact on the success of any scanning project. As a general rule it is recommended that the digital file naming convention replicate the physical file structure so that employees that use the files are able to easily locate and manage the digital file. There is often a significant quantity of data included within each scanned document.

Following the digitisation of the material, it is possible to collect metadata that can be used to optimise how the digital information is used. Examples of this include: extracting names, dates or addresses which can be uploaded into a database or attached to the digital image.

Optical Character
Recognition

search

OCR plays an important role in the ability of digital images and documents to be easily located after the digitisation project is complete. OCR software converts printed characters into digital text allowing for search or edit functions in any word processing program.

Document recognition using OCR is forty times faster than manual re-typing.  OCR software recognises approximately 1,600 characters per second.

file security and
Storage

Scanned files and associated digital assets can be made available via a number of different delivery options, this includes secure Dropbox link, USB, Hard Drive or FTP link to name a few. 

Following digital image delivery customers have a choice between having their hard copy documents returned or securely destroyed. Secure destruction should include the documents being industrially shredded and pulped and customers should receive a certificate of destruction as evidence.

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To find out more about arranging document scanning for your business, contact us today for a fast, obligation-free quote.