Services
Six services, one chain of custody.
We cover the whole life cycle of the archive. Each service works on its own or as part of a single solution, and the archive does not change hands from collection to the end of the document's life.
Sorting
Before anything else, we survey the archive and decide with you what happens to each type of document.
- Inventory by box and folder, with barcodes.
- Appraisal: what is worth digitising, what should be stored and what may lawfully be destroyed.
- Preparation: unbinding, sorting and separation of special materials such as X-ray film, drawings and bound volumes.
Organisation
Every folder gains an identity, so it can be found and checked at every later stage.
- Classification in your own scheme and retention periods per document type.
- Metadata (name, date, tax number, file number) captured by double-blind keying.
- Delivery into the system you already use, or into a digital repository we set up.
Storage
We store the archive in two forms, with full traceability.
Physical archive
Inventory, boxing and storage in a controlled facility. Every box and every folder carries a barcode. We know at any moment where it is and who handled it last.
Digital archive
A digital repository in the cloud, on your own servers or hybrid. Access from any device, at any time.
- Encrypted access and role-based permissions.
- An audit trail for every action, and version history.
Digitisation
We turn the physical archive into a faithful, verified digital copy.
- A4/A3 documents on high-speed production scanners.
- Special materials: X-ray film, large-format drawings, bound volumes, land-registry transcription and mortgage books.
- Text recognition (OCR) for searching the full content.
- Two quality checks. The folder is returned as it was received.
- At our facility or on your own premises.
Destruction
We close the document's life cycle with final, documented destruction.
- Collection and transport from your premises in secure vehicles, under a chain-of-custody protocol.
- Destruction in controlled facilities by shredding or pulping, with no possibility of recovering or reconstructing the data.
- Certificate of destruction for legal cover and audits.
This covers documents with personal data (GDPR), medical records, business and legal documents and public records. All material goes to recycling.
Knowledge
Intelligent Document Processing
With Intelligent Document Processing the digital archive stops being a storage cost and becomes an active knowledge base that can be put to work in many ways.
- Automatic classification of documents by type, even in complex classification schemes such as the medical record.
- Data extraction from the content of documents, with human review.
- Natural-language search and questions over the archive, with a reference to the original document.
- Summaries and detection of critical items across large volumes of files.
Processing takes place on terms you set. Sensitive data does not leave our infrastructure without written approval. Cloud processing happens only within the EU, under a data processing agreement.
Consulting
Before every project, or as a service in its own right, we assess your archive.
We recommend what is worth digitising, what should be stored and what may lawfully be destroyed. The first assessment is free of charge.
How we work
Nine stages, two quality checks.
Every folder passes through a production line with clear stages. Nothing moves to the next stage until the previous one has been recorded.
Throughout the project you receive regular progress reports: pages per stage, progress against target and deadline. On large projects the report is daily.
Survey and planning
A visit to your premises, a volume estimate, and agreement on metadata, categories and deliverables.
Collection and transport
Inventory by box with barcodes, and transport by our own staff.
Sorting and preparation
Unbinding, sorting and separation of special materials.
First quality check
A check for completeness and correct preparation before scanning.
Metadata entry
Recording the fields that make the folder searchable.
Scanning
Production scanners for A4/A3, separate lines for X-rays and large-format drawings.
Second quality check
A check of image quality, page completeness and matching against the metadata.
Rebinding and return
The physical folder is reassembled and returned, stored or destroyed, as agreed.
Delivery
The digital archive in your system, together with a quality report.
Where the work is done
At our facility or on your own premises.
The same security protocols apply to every project, wherever it is carried out.
At our facility
We transport the archive securely to Pylaia, Thessaloniki, where digitisation takes place under continuous supervision and control.
On your premises
We install equipment and staff in your building and adapt to your working hours. The documents never leave your premises.
Working on your premises suits hospitals, law firms and public bodies with sensitive data.
Pricing
A quotation built for the project, with no hidden charges.
Every quotation follows a free study of your requirements.
- Itemised cost. You know what each stage of the project includes.
- Price per project. It reflects the volume, complexity and extent of your archive.
Frequently asked questions
What we are asked most often before a project starts.
Before we begin.
How much does it cost to digitise an archive?
The price is set per project and depends on the volume, complexity and extent of the archive. Every quotation follows a free study of your requirements and itemises the cost of each stage, with no hidden charges.
Can the digitisation be done on our own premises?
Yes. We install equipment and staff in your building and adapt to your working hours, so the documents never leave your premises. Alternatively we transport the archive securely to our facility in Pylaia, Thessaloniki.
What types of material do you digitise?
A4 and A3 documents, X-ray film, large-format drawings, bound volumes, and land-registry transcription and mortgage books.
What happens to the physical archive after scanning?
The physical folder is reassembled as it was received. Depending on the agreement it is returned to you, stored in a controlled facility or destroyed with a certificate of destruction.
How will we find a document after digitisation?
By full-text search, thanks to text recognition (OCR), and by each folder's metadata: name, date, tax number or file number. Metadata is captured by double-blind keying.
How do we follow the progress of the project?
You receive regular progress reports: pages per stage, progress against target and deadline. On large projects the report is daily.