Digitization
A scan is only useful if it can be found again. Medical records, contracts, books, and technical drawings each need different resolution, formats, naming, and metadata. We agree on all of that before production starts.
Teams usually call us when
- Paper piling up and deteriorating
- Old scans that can't be searched
- Inconsistent file names, empty metadata
- Documents that may not leave the building
Scope
Scanning
Loose sheets, files, books, technical drawings, and medical records at the right resolution and colour mode.
Archival formats
PDF, PDF/A, TIFF, or JPG depending on storage goals and the receiving system.
OCR and indexing
Searchable text and metadata filled to an agreed schema: number, date, classification, description.
Quality control
Legibility, orientation, order, and completeness checked and reconciled against the list.
How the work runs
What you receive
- Structured digital files
- Metadata and index
- QC report per batch
- Originals returned in order
- Handover minutes
- Registration
Receiving documents, logging batches, and chain of custody.
- Preparation
Sorting, removing staples, flattening, and inserting separators.
- Scanning
Scanning to the agreed resolution, colour mode, and format.
- Index and QC
Metadata entry, OCR, visual checks, and reconciliation.
- Delivery
Upload or system integration, return of originals, and handover minutes.
Frequently asked questions
How much does digitization cost?
It depends on volume, document size and condition, resolution, metadata fields, OCR, work location, and timeline. A survey and sample make the estimate accurate.
Can scans be searched by content?
Yes, through OCR. Accuracy depends on document quality, fonts, tables, and handwriting, so QC is set to your intended use.
Can files go straight into our DMS or hospital system?
Yes, as long as data formats, metadata, access rights, and an integration path exist. We help with mapping, migration, and integration.
Our documents can't leave the building.
We work on-site: equipment and team come to you, so documents never leave the designated area.
Other services
Records management
Active and inactive records sorted, coded, listed, and shelved until every box has an address.
A.03Archival consulting
Audits, classification schemes, retention schedules, vital records programmes, and technical training.
A.04Document management system
NostroDoc: repository, metadata and full-text search, access control, audit trail, and approvals.
A.05IT solutions
Custom apps, data integration, infrastructure, and AI automation from a team that understands the documents.