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CUI 47747844Reg. J8/698/2023Brașov, RO
Service 03

Paper in. Findable files out.

Scanning and digitisation with OCR, consistent file naming, indexing and metadata, data entry and searchable PDF/A archives — so the thing you need takes seconds to find, not an afternoon.

Request a quote What is included
300–600 dpiOCR RO & ENPDF/A archives
Digitisation pipeline Paper feeds through a scanner beam, becomes a stream of data and lands in an indexed, searchable archive. 01 / SCAN 02 / OCR 03 / INDEX 01101101101101 OCR PDF/A
300–600 dpi Confidential handling
Overview

A scan is not a digital archive.

Ten thousand files called scan_0001.pdf are not an improvement on a filing cabinet — they are the same problem with worse lighting. The value is in the structure: consistent names, a folder tree that matches how you actually look for things, searchable text inside every file, and an index you can open in a spreadsheet.

We agree that structure with you before the first page is scanned, then reconcile page counts against the originals so nothing is quietly lost between the crate and the drive.

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At a glance
Resolution300 dpi standard · 600 dpi for fine detail
Output formatsPDF, PDF/A-2b, TIFF, JPEG · CSV/XLSX index
OCR languagesRomanian, English
SourcesLoose sheets, bound volumes, ID documents, large format
Quality controlPage-count reconciliation plus sample checking
DeliveryEncrypted drive, secure transfer, or your own storage
What is included

Document Processing, in detail.

Bulk scanning & digitisationLoose sheets, bound volumes, large format and identity documents captured at the resolution the content actually needs.
OCR & searchable textOptical character recognition in Romanian and English, embedded in the file so full-text search works across the whole archive.
Indexing, naming & metadataAn agreed naming convention and folder structure, plus per-file metadata — date, party, document type, reference.
Data entry & captureFields lifted from documents into a spreadsheet or your system: invoice lines, form responses, register entries, contact records.
Archive structuringExisting digital chaos reorganised into a tree that matches how your team searches, with duplicates and blanks removed.
Secure disposalSuperseded working copies destroyed on confirmation, with a written record of what was destroyed and when.
Deliverables

No surprises at hand-back.

Everything below is standard, not an upsell. If your job needs something that is not on the list, say so in the brief and it goes into the quote.

300 dpi standard capture, 600 dpi for fine detail Searchable PDF, PDF/A-2b, TIFF or JPEG Structured folder tree and naming convention CSV / XLSX index listing every file Page counts reconciled against the originals Blank pages and duplicates removed Delivery on encrypted media or into your own storage Originals returned in their original order
Process

From brief to hand-back.

01

Survey & structure

We look at a sample, estimate the volume and agree the naming convention, folder tree and index fields with you in writing.

02

Intake & reconciliation

Boxes are logged and counted on arrival. Every batch is tracked so its position in the archive is always known.

03

Capture, OCR & index

Pages are scanned, run through OCR, named, indexed and quality-sampled. Counts are checked back against the intake log.

04

Delivery & return

You receive the archive plus its index, and the originals come back in the order they arrived — or go to secure destruction if you asked for that.

Questions

Document Processing — the usual questions.

Every batch is counted at intake and counted again after capture, and the two numbers have to match before the batch is signed off. The index you receive lists every file, so you can check it yourself.
Yes. Staples are removed and replaced, and bound volumes are captured on a flatbed rather than a feeder. Tell us if a volume must not be unbound and we will plan around it.
It comes back to you in the order it arrived, unless you instruct secure destruction — in which case you get a written record of what was destroyed and on what date.
OCR is reliable on printed text and weaker on handwriting and heavily degraded originals. For those we index manually so the documents are still findable, and we tell you upfront which parts of a collection fall into that category.
Related

Often booked together.

Service 01Photocopying & PrintingA6 – A0 · Same-day option · No minimum order Service 05Administrative SupportOne-off or retainer · On-site by arrangement · Audit-ready Service 02Document PreparationRO & EN · Two revision rounds · Reusable templates
Next step

Ready to hand it over?

Send the brief and get scope, price and a delivery date back in writing — no obligation.

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ecsafetyb@inbox.eu +31 6 8251 1963 Brașov, Romania Mon–Fri, 09:00–18:00 (EET)