QUALITY AND SECURITY
Quality and security are the foundation of everything we do at Scan2Archive, and we hold the independent certifications to verify it. We are dual certified to AS/NZS ISO 9001:2015 Quality Management and ISO/IEC 27001:2022 Information Security Management, both certified and audited by BSI, one of the world’s most respected and recognised certification bodies.
Our ISO/IEC 27001:2022 certification covers the scanning and digitisation of documents, plans, books, film, photographic material, micrographic material and the provision of data processing, secure storage and destruction services. This certification independently verifies that the policies, processes and controls required to protect the confidentiality, integrity and availability of your information are in place and regularly audited.
Every member of our team holds a current police clearance and is bound by a strict confidentiality agreement, ensuring your documents are handled with the highest level of professionalism and discretion throughout every stage of the process.
Every project is managed under a strict chain of custody, with your documents tracked and accounted for from collection through to final digital delivery.
Scan2Archive is a verified vendor on NSW Government Procurement ICT Services SCM0020 Category G20 Digitisation and a signatory to Queensland GITC5 for government purchasing.
CUSTOMER CONSULTATION
Your digitisation needs are unique. We listen in order to understand your requirements and expectations. Where possible, we prefer to visit you and understand first hand the requirements for your scanning project. This allows us to recommend the most efficient way to transform your paper records into functional digital files.
SECURE COLLECTION AND TRANSPORTATION
Scan2Archive offer a secure document collection service using our own drivers and company vehicles. We also have access nationally to sensitive transport operators for reliable and safe freight forwarding of your documents.
PREPARATION
Batch header sheets are used for every box to track file, page and image count. Internal Quality Control processes are followed to track every box and file through each of the digitisation stages. The preparation stage can include the following:
Documents
Plans
Scanning
Document scanning – each page is hand-fed through the scanner to reduce mis-feeds and double feeds. Plan scanning – each plan is hand-fed for maximum care and quality output.
The scanned images are viewed on calibrated hi-res monitors and re-scanned if quality control standards are not met. Images are straightened, rotated, cropped, colour corrected (if needed) and blank pages removed.
Scanned samples are forwarded to you for approval before we proceed with complete batch scans.
File-naming and Indexing
An index specification is created to determine the best methodology used to find and retrieve your documents. This can be from a simple filename to several index fields for importing into a database. These index files are usually Comma Separated Value (CSV), Excel spreadsheets or XML files.
Forms Processing
Using advanced character recognition software and stringent quality control checks, we extract data from scanned records and provide it in digital form. This is extremely valuable when processing large volumes of similar documents (eg Invoices, time sheets, sales orders).
Data Entry
Our team of highly skilled staff are capable of accurate and fast data entry. This service takes the stress away of hiring and training temporary staff in your business for short term contracts. Scan2Archive data entry services connect seamlessly into the scanning project for minimal downtime and total ownership of project deliverables.
Re-instatement
Scanned records can be placed back in their original order within the boxes or packaging they were received in. If documents were removed from plastic sleeves to be scanned for example, they can be re-inserted in their plastic sleeves at the completion of scanning and quality control.
Digital Delivery
Scanned files and associated digital assets are made available via a secure FTP link. Additionally, Scan2Archive can provide access via online file sharing services or deliver a portable hard drive directly to you.
Secure Destruction
Once we have received your approval to shred documents, they are securely stored at Scan2Archive’s scanning facility for 8 weeks and then industrially shredded and pulped to NSW Government standards, a certificate of destruction is provided.
Secure Return
Scan2Archive offer a secure document return service using our own drivers and company vehicles. We also have access nationally to sensitive transport operators for reliable and safe freight forwarding of your documents.
Secure Data Storage
Even after all images and data has been delivered to you, Scan2Archive can retain a mirrored back-up of your files on our secure servers as another layer of redundancy.
