Find the right document. Keep a clear trail.
Document digitalisation turns agreed scans and files into searchable, organised records. Review extracted text, keep a link to the source and give the right people access to the right version.
Less searching. A clearer record of what you found.
01
Find records with less manual searching
Search agreed document text and metadata rather than relying only on folder names or a person's memory. Measure whether users can find the correct record and recognise the relevant version.
02
Reduce repeated typing with review
Use optical character recognition, or OCR, to suggest text and selected fields. Staff check the suggestions against the source before using them in an approved record or export. Review time counts as part of the workflow.
03
Keep context and access under control
Preserve the source, revision history and agreed permissions alongside the searchable information. Make it clear which document a field came from and who can view or change it.
A limited pilot would measure retrieval effort, review quality and day-to-day usability. The benefits depend on the documents and the process around them.
Capture, review and retrieve with the source in view.
Start with a defined document type, storage location and reviewer. Agree the handling of physical originals and retention before changing existing practices.
Bring documents into the workflow
Capture from an agreed source
Upload selected scans or files, or use a supported connection to an existing document location. Check file completeness, page order and scan readability, and retain the original file and its source reference.
Extract candidate text and fields
OCR proposes searchable text and any agreed fields. Mark uncertain, unreadable or incomplete results for review; extraction is not the same as verification.
Review before accepting
A designated person compares important values with the original page, corrects errors and confirms the document type and metadata. Keep a link between accepted information and the source version that was reviewed.
Find and use an approved record
Search within your permissions
Search text and agreed metadata across the records the signed-in person is allowed to access. Search results and previews must respect the same permissions as the underlying documents.
Inspect the source and version
Open the document behind a result and see its review status and revision history. Identify the accepted version without losing earlier versions that the agreed retention policy requires.
Share or export with a clear handoff
Use an approved link, download or supported export for the intended recipient. Check access rights and review status before information moves into another workflow.
Choose where documents belong.
A pilot can improve discovery around existing storage or introduce a controlled workspace. The storage owner and access rules remain explicit in either route.
01
Search around existing storage
Keep source documents in an agreed existing location and index the permitted content through a supported connection. Changes, removed files and permission updates need to be reflected in the index and tested.
02
Controlled document workspace
Capture, review and organise selected documents in a dedicated workspace with agreed roles, version handling and retention controls. Hosting, backup, ownership and export responsibilities are part of the scope.
03
Reviewed downstream export
Send approved fields or files to an existing business process through a supported interface or an agreed export. Keep source references and make failed or incomplete handoffs visible; no integration is assumed.
Prove the process on one document type.
Choose a manageable, authorised set of documents and real retrieval tasks. Keep the existing source and handling process available during the trial.
- 1
Agree what must be captured
Select the document type, source, important fields and users. Define review responsibilities, permissions, version handling and retention, including what happens to physical originals.
- 2
Capture and review a limited set
Check page completeness and extraction against the original documents. Record corrections, unreadable material and duplicate candidates. Test that users cannot discover or open records outside their permissions.
- 3
Test retrieval and the handoff
Ask users to find specific records and check their source and version. Compare the time and corrections with the current process, then agree whether the results justify a larger scope.
What we would measure together
- Time spent capturing, reviewing, correcting and approving each document.
- Agreement of extracted fields with the human-reviewed source sample.
- Unreadable files, missing pages and duplicate candidates needing attention.
- Success and time taken when finding the correct document and version.
- Permission checks across search results, previews, downloads and exports.
- Failed handoffs and the manual work needed to complete them.
Practical questions before a paper-to-digital change.
What if OCR reads something incorrectly?
Treat extracted information as a suggestion until the agreed review is complete. Staff can compare it with the source page and correct it. The pilot measures errors and review effort on the selected documents; no accuracy percentage is promised.
Can we destroy the paper originals after scanning?
Scanning does not authorise destruction. The document owner must decide which originals must be kept, the applicable retention requirements and an approved destruction process before anything is discarded. The pilot keeps existing originals unless a separate decision has been made.
Will confidential documents appear in everyone's search?
Access is based on the agreed roles and document permissions. Search results, snippets, previews and exports need to enforce those rules, not just the original file location. Permission behaviour is a specific pilot check.
How do we know which version is current?
Define who can accept a version and how revisions are labelled. Search and document views should show review status and the accepted version, while preserving earlier versions according to the agreed retention policy.
Can this use our current files and storage tools?
We would review the actual formats, scan quality, storage permissions and available interfaces. A controlled upload process can be considered when a connection is unavailable. Handwriting, poor scans and unusual layouts may need additional review or remain outside the first pilot.
Is a searchable scan enough for our business process?
That depends on the task. Finding a document, verifying a field, approving a record and passing information to another system are different steps. The pilot defines which steps are needed and who remains responsible for them.
Project scope
A proposed document digitalisation workflow combining capture, OCR suggestions, human review, source traceability and permission-aware search. A pilot would cover agreed document types, version handling, storage and one practical retrieval or export task. File compatibility, review responsibilities, backup, access and retention need agreement before use. Physical originals remain subject to the owner's retention and destruction decisions; digitisation itself is not permission to discard them.
- Stage
- Proposed pilot
- Project by
- Coding Reality
- Scope and pricing
- This is a proposed pilot. Scope and pricing depend on document types and volumes, scan quality, review effort, permissions, storage and supported connections. No fixed price, launch date or extraction-accuracy guarantee is being offered.
Which documents are hardest to find or re-enter?
Tell us about the document types and storage process you would start with. Help shape a focused digitalisation pilot; expressing interest is non-binding.
Let’s talk about your business.
Ask a question, explore a pilot or tell us what would help. Expressing interest creates no order or payment obligation.
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See what a pilot would involve