Effortlessly Digitise Documents & Streamline Your Workflow
Are you struggling to manage a backlog of documents? Do rising document volumes put a strain on your staff?
Our document processing service can help you digitise documents efficiently. We convert physical data into a digital and secure format, streamlining your workflow.
Talk to us today about how our scanning and data capture solutions can support your digitisation needs.
Ensuring Top-Tier Document Digitisation and Management
At Kefron, we ensure that when we digitise documents, it's done with top-tier security and quality. With Cyber Essentials Plus, we offer robust cybersecurity protection. Our ISO 9001 certification guarantees high-quality service, while ISO 14001 reflects our commitment to environmentally responsible practices. ISO 15489 ensures adherence to best practices in records management, and ISO 27001 demonstrates our dedication to information security. Your digitised documents are managed and protected to the highest standards.
Why Digitise Your Documents?
- Physical Deterioration: Physical documents are prone to damage from handling, natural disasters, and aging, risking the loss of important information. By choosing document digitalisation, you safeguard this data, ensuring its longevity and reducing the chance of irreversible loss.
- Inefficiency: Manually searching through paper files is time-consuming and inefficient, often leading to delays in workflow. Digitising documents transforms this process, allowing for quick and accurate retrieval, thereby enhancing productivity.
- Limited Accessibility: Paper documents restrict access to a single location, creating challenges for remote work and collaboration. Digitised documents can be accessed from anywhere, anytime, enabling seamless information sharing across teams.
- Storage Costs: Maintaining physical documents requires extensive storage space, leading to cluttered environments and increased costs. By digitising documents, you eliminate the need for bulky storage solutions, saving space and reducing overhead costs.
Benefits of Document Digitisation
- Digitally Search Your Documents
- Prevent Loss of Documentation
- Full Text Search And Retrieval
- Compliance
- Disaster Recovery
- Increase Collaboration
Steamlined Process
By choosing to digitise documents, we conduct a thorough audit of historical records. This helps identify areas where productivity can be improved by reducing time spent searching and eliminating manual processes. It ensures that resources are utilised effectively, leading to maximum efficiency in document handling.
Information Extraction And Validation
Document digitalisation future-proof your organisation by providing electronic access to previously hard copy records. This process significantly reduces the chances of losing your company’s most vital asset, its information, and ensures that crucial data is always protected and accessible.
Form Processing & Verification
Digitising documents makes them fully text-searchable, allowing users to search for any word or phrase within seconds. This capability streamlines the retrieval process, making it easier to locate and use the information you need promptly.
Data Processing & Management
When you digitise documents, you accurately capture Personally Identifiable Information (PII) in a secure digital format. This helps facilitate Data Subject Rights under the General Data Protection Regulation (GDPR) and ensures your organisation remains compliant with data protection standards.
Back Up Your Data
An essential part of disaster recovery is to digitise documents and securely back them up. Scanned images are protected and safeguarded against unforeseen events, ensuring that your information is recoverable and safe from potential data loss.
Remove Data Silos
By digitising documents, you can properly organise and manage records, facilitating quick retrieval of information. This enhances collaboration within your organisation, allowing teams to work together more effectively and share information without being hindered by data silos.
Why Choose Kefron to Digitise Your Documents?
Expertise
With extensive experience in document digitisation, Kefron ensures each document is meticulously handled. Our team uses advanced techniques to produce high-quality digital files, tailored to meet your organisation’s specific needs.
Security
We take confidentiality seriously, implementing stringent security protocols throughout the digitisation process. Your sensitive information is safeguarded at every stage, ensuring full compliance with data protection regulations.
Custom Solutions
Recognising that every organisation has unique requirements, Kefron offers customised digitisation solutions. Whether you’re a small business or a large enterprise, we adapt our services to fit your specific document management needs.
Our Document Digitisation Process
Assessment
We start by evaluating your current document collection to understand your specific needs. This includes determining the types and volumes of documents to be digitised for the best approach.
Preparation
Before we digitise documents, we prepare them by removing staples, bindings, and other obstructions to ensure a smooth and high-quality scanning process.
Scanning
Using advanced scanning technology, we digitise documents into high-resolution digital copies. Our scanners ensure accuracy and clarity, capturing every detail.
Storage & Integration
Once documents are digitised, they are securely stored in a digital format. We offer integration with your existing systems, ensuring easy access and management while maintaining data security.
Testimonials
I cannot recommend Kefron highly enough. The team has been extremely professional and reliable on delivering all the aspects of the various archiving and digitising projects to date. They have exceeded expectations in delivering a first-class service despite the difficulties incurred by all businesses operating throughout the pandemic.”
Midlands Regional Hospital Tullamore
Kefron’s solution has really helped Stonewater in its strategy to digitalise internal processes. The cost-effective solution has allowed us to refocus resources on value-adding activities that can really make a difference to our customers!”
Matt Brombley
Head of Financial Services
Stonewater
FAQ
What does it mean to digitise documents?
Digitising documents involves converting physical paper records into digital formats. This process uses scanners and software to create electronic copies, making them easily accessible and manageable.
Why should I digitise documents?
Digitising documents enhances security, accessibility, and efficiency. It helps in reducing physical storage space, preventing data loss, and streamlining document retrieval.
How secure is the process to documents digitalisation?
The digitisation process can be highly secure if handled by professionals. It involves secure scanning, encryption, and storage practices to protect sensitive information.
How long does document digitalisation take?
The time required depends on the volume and condition of the documents. A professional service can provide an estimated timeframe based on your specific needs.
What types of documents can be digitised?
Almost any physical document can be digitised, including paper records, forms, photographs, and more. Professional services can handle various document types and sizes.
Will the digitised documents be searchable?
Yes, when digitising documents, professional services use Optical Character Recognition (OCR) technology to make them text-searchable, allowing you to quickly find specific information.
Is digitising documents compliant with data protection regulations?
Yes, professional digitisation services adhere to data protection regulations like GDPR, ensuring that personal and sensitive information is securely handled and stored.
What happens to the physical documents after they are digitised?
You can choose to securely store, return, or destroy the original documents after digitisation, depending on your business needs and compliance requirements.
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