Document Scanning

DigitizedFormat will convert your paper records to digital files

And set up a document management system for on-demand digital document delivery.

Whether you are looking for improved access to archived records or converting your paper records into an electronic format, The DigitizedFormat can provide a document conversion solution to meet your unique needs.

Scanning often includes invoices, minutes, medical records, insurance claims, contractual agreements or general business documents.

The DigitizedFormat can scan a variety of formats as individual files and index each of those files. If you have a hard-copy document, we can scan it.

What we offer

Bulk scanning of your achieved documents
Indexing & Sorting of Documents
On-demand scanning of paper records
We catered for all size documents
Optical Character Recognition OCR text rending
Secure Documents shredding.

Our Approach and Process

Collection of documents

DigitizedFormat can come to your office and convert your paper documents into digital format. Or we take care of all the transportation of your documents to our secure scanning facility. We have a fleet of secure vans and DigitizedFormat employs all drivers – we do not use subcontractors.

Customized workflow Implementation:

We review the detailed job specification

Document Preparation:

Preparation involves all activity associated with getting your documents ready to be processed through our scanners, such as remove documents from files, removing staples and sorting. The functions required to get them to this level will depend on the condition of your documents, such as how they are currently stored and the images that you require as an output.

Document Scanning & Data Capture:

DigitizedFormat uses Advance series of scanners to get the work done. Our capture module allows our team to scan, arrange, and store any type of document with speed and ease. Captured images are converted to PDF format and neatly transferred directly onto any media storage device you request.

Not only are our batches automatically organized, but high accuracy is also achieved. In addition, image enhancement, specific OCR automatic indexing process and file merging are also features we can offer.

At the end of the process, we will supply your images or documents digitally as full-text searchable PDFs or you can take advantage of our onsite electronic storage options to access your documents online.

This is the labor-intensive part of the process and will be carried out by our fully trained staff to reduce costs.

Indexing Validation/Verification:

Index information is keyed and or extracted to form a database.

Text Extraction:

Our document scanning and indexing services can employ advanced OCR (Optical Character
Recognition) software and proprietary algorithms to retrieve specific information such as account
number from non-structured documents. We can also provide full text OCR for search capability. Bar
code, OCR

Quality Control and Assurance:

At DigitizedFormat, we prioritize quality of our work. As clever as scanning software can be, it still works
on a fixed set of parameters which can, at times, produce undesirable results. Additional manual
checking is still required to verify that everything has worked as expected.

DitgitizedFormat typical quality assurance (QA) steps include checking that:

All pages are legible, especially if areas that have shaded backgrounds have text that is required to be read. Problem pages are rescanned with custom settings.
Documents have been correctly separated (the number of documents produced matches the number expected)
All "blank" pages have been removed, manually deleting any pages that have been missed

Why Choose Us?

Personal and Professional Service

We strive to provide a first-class customer experience. Along with digitization professionals, Digitized Format is a team of customer service professionals.

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 digitization of paper based products.

Security and Confidentiality

We take the security and confidentiality of our client’s materials seriously. All Digitized Format employees sign a legally binding confidentiality agreement and receive specific training.

Cost effective & efficiently affordable

Our cost is always affordable as compared to our competitors.

No project is too small or big.

We offer phenomenally flexible services. We take on your big or small projects.

Quality Control

Some scanning projects can be complex. We at Digitized Format, prioritize quality of our work. At Digitized Format, we prioritize Quality of data digitization. Data records are checked for errors, completeness and plausibility.