Have your documents & files scanned

A shelf full of lever-arch folders is bound knowledge – but only for the person who knows which folder to look in. We turn your files, dossiers and archive holdings into structured, cleanly named PDF files that, thanks to clear filing, your team finds in seconds rather than hours.

From the folder spine to a file structure

The biggest concern before digitising is rarely the scan itself, but the order afterwards. That is why we adopt your existing logic: as standard we deliver one cleanly named PDF per lever-arch folder, named after the folder spine. On request we break it down more finely – per divider, per dossier or according to a list you provide. We capture register and divider sheets as structural markers, so that the digital filing corresponds exactly to the physical one.

Preparation included: staple removal and restoration

Staples, paper clips, plastic sleeves and Post-its slow down every scanner. This preparation is part of our service: we remove staples and clips from your documents professionally and restore the original condition after scanning as far as possible, in case the originals are returned to you. On request we digitise stapled dossiers, bound reports and books non-destructively.

Duplex scanning and PDF/A: technology that pays off

Our duplex scanning captures double-sided printed sheets in a single pass, and blank reverse sides are automatically removed. For documents with a retention obligation we deliver PDF/A, the format for audit-proof long-term archiving, as required by auditors and archiving guidelines.

Confidentiality is the norm, not the exception

Personnel files, accounting records, contracts, patient records: most sets of files contain data worthy of protection. Access to your documents is granted exclusively to the scanning team involved, our premises are access-controlled, and the scan data is irrevocably deleted once the agreed period has elapsed. On request we sign a confidentiality agreement before the assignment begins and confirm the data deletion in writing.

Return or professional destruction

After scanning, you decide: either we send your originals back by insured post – or we take on the confidential file destruction to a recognised security standard, including a certificate of destruction. Especially for holdings that only exist due to a retention obligation, destruction saves storage space and a second shipment.

Who benefits from digitising files

• SMEs and fiduciaries: secure accounting and contract folders in a space-saving and audit-ready way.
• Public administrations: prepare building-permit and resident files in a structured form for e-government processes.
• Property management companies: make property dossiers available to all managers at the same time.
• Succession and liquidation: preserve company archives in an orderly, digital form before handover.