DOCUMENT SCANNING AND CAPTURE
Say goodbye to inefficient, time-consuming work with paper documents. Trust our experts to scan your business and technical documentation – including technologically complex, specific and large-format materials – and convert electronic documents into the appropriate format.
Our document digitization process is reliable and of top quality. You will have quick and easy access to your documents and data, whenever and wherever you need them. We can collect your documents for processing on a daily, weekly, monthly, or yearly basis, and you can choose the formats and resolutions that best suit your business needs.
DIGITIZATION OF PAPER DOCUMENTS
CONVERTING DOCUMENTS INTO BUSINESS INFORMATION A CLICK AWAY
Using our proven solutions, we offer reliable digitization of documents and other, specific and large-format, materials. Often document capturing is one of the first steps towards digitalization, while the next steps include document management and long-term e-storage.
Most documentation within a company is business documentation. Although an increasing number of documents are generated in electronic form, businesses still cannot completely avoid paper. Therefore, we recommend that you digitize all key incoming documents (for example, accounting documents such as received invoices, delivery notes, and order forms) immediately upon receipt.
If you collect business documentation in one place, you can improve document control and speed up your business processes. Mikrocop can help you: we can assume the role of your mailroom or implement your dedicated incoming mail process solution.
Design and technical documentation, plans, maps, and other similar documentation take specific forms. This often means large-format material or a combination of different formats, which cannot be digitized using ordinary scanners, and material must be handled with extreme caution because a single document misalignment may compromise an entire plan.
At Mikrocop service centers, we guarantee the high quality digitization of various design and technical documentation of up to 841mm in width (A0) and an unlimited length, as well as variously bound and folded documents, documents on various types of paper and other media, and documents in black and white, greyscale, or color. In addition to digitization of the material, we also provide the capture of document contents and metadata.
Scientific and cultural materials, books, historical documents and other such materials are, in terms of their form, age, and content, both special and delicate. That is why we pay special attention when converting library materials to digital format (using dedicated book scanners).
Digitizing scientific and cultural materials and other special materials enables both quick and easy access to important content and efficient management of materials and content. Thus, through digitization, you contribute to the preservation and transfer of knowledge, information, and invaluable heritage to future generations.
Your IT systems generate a plethora of electronic documents and data every day, including orders and invoices, statements for customers, etc. Capturing electronic documents allows you to collect these documents in one place, regardless of how they were created or received – to capture (and, if necessary, convert) documents received by e-mail or via e-commerce, including via electronic document exchange systems.
Sometimes electronic records must be converted to a different format due to operational needs or to ensure legal compliance. Therefore, at Mikrocop, we perform a wide range of media and format conversions. We have dedicated equipment for, and knowledge of, converting materials into a long-term storage format and converting data from various printouts, databases, or other electronic records generated by your information systems into the necessary formats.
We can help you choose the scanner that best suits your office, department, or service center needs from among the wide range of available models.
Providing easy installation and occupying a small amount of space, small scanners are designed for office applications. The recommended scanning range is up to 1,500 documents a day, with a scanning speed of up to 30 pages per minute when scanning flat documents up to A4 size using an automatic feeder.
The scanners are recommended for larger reception desks, mailrooms, and where automated document capture solutions are used. With a capacity of 3,000 to 7,500 documents per day, these scanners have an average speed of 40 to 80 pages per minute depending on the model selected. Low production scanners allow documents to be scanned using an automatic feeder and the scanning of flat documents up to A3 size.
Production scanners are designed for service centers and data acquisition solutions. They provide advanced security mechanisms to control the accurate transport of documents and processing units to improve the quality of captured documents. The capacity of these scanners is over 10,000 documents per day, with an average speed of over 60 pages per minute. Production scanners allow documents up to A3 size to be scanned using an automatic feeder.
We are the official authorized repair and maintenance service provider for Kodak Alaris scanners and microfilm equipment in Slovenia, Croatia, and Bosnia and Herzegovina.
Our experienced repair team provides necessary warranty repairs as well as seamless post-warranty maintenance of your document acquisition equipment.
In addition to a fast response time and high quality, we also supply original spare parts and consumables.
BENEFITS OF DOCUMENT SCANNING
We have processed more than a
billion different documents for
reference users in the Adriatic region.
We boost the efficiency of your operations as we convert documents into useful information accessible at all times, always just a click away.
You can take your pick from a range
of formats and resolutions to select
the one that best suits your business needs.
SUCCESS STORIES FOR DIGITAL FUTURE
At Sparkasse, we have successfully digitized and e-archived more than one million of credit documents, thus freeing up valuable space in our physical archive. Most importantly, our credit documents are now continuously and promptly digitized.
– Polonca Bevc, Sector Manager, Sparkasse
- The author creates a list that specifies the material to be handed over
- The processor collects the material and provides secure transport (material is transported in locked containers)
- The processor checks whether the collected material is as specified in the author's specification
Striving to facilitate control and tracking of materials from the handover to receipt, we have developed a dedicated cover sheet application, which enables authors to tag documents with metadata, permitting us as the provider to use automated metadata capture.
- Capturing data and quality control
- Capturing metadata and capture quality control
- Controlling the integrity and usability of digitized material
A digitized document has been converted to digital format from its physical form (e.g. incoming mail, contracts, technical data sheets), while an original digital document was created in digital format and was not converted to physical form for the needs of business operations (e.g. e-mail, e-invoices, electronically signed contracts).
In addition, digitized copies of paper documents and printed copies of original digital documents are not archival material. Archival material is always stored in its original form.
Originals can be destroyed after digitizing if:
- they are not classified as archival material,
- they are not otherwise required by sectoral legislation,
- the document digitization process was carried out in accordance with the provisions of the Protection of Documents and Archives and Archival Institutions Act (if these procedures are specified and documented, this helps with any subsequent need to demonstrate compliance),
- the digitized version of the document is e-archived as required.
Please note: Public-law entities may not destroy any material after capture and conversion before they have obtained approval for their internal rules. Prior to approval, these entities shall treat all material as archival.