Digitization of Records

We’ve digitized an extensive variety of records in Catimatge: personnel records for human resources departments, customer service records, risk and compliance records, supplier records, product files, technical dossiers, and many different types of administrative records.

Records are often inter-related and need to be close to each other to facilitate cross-checking and other types of multiple consultations.

By digitizing records, they no longer need to be physically close to each other or centralized in a single location. Instead, they can be custodied in a less costly location, with new records that are generated being given a reference number which fits them smoothly into the digital archive.

Records often contain a great diversity of sub-documents inside (administrative documents, photos, maps and plans, etc), often in different formats, colours, paper thickness, etc… Since we only invest in quality scanners, these different formats and types are smoothly digitized, creating a high-quality digitized archive that fits perfectly into the modern digitized office.

Processes

As a guide to just what can be achieved and how, see the records processing workflow that we are currently providing for a HR department which sends us their personnel records.

	Preparation and classification
	We prepare the documents for scanning: getting rid of staples, clips, going through folders, etc… Additionally, we organise the variation of files into groups and types.

	Scanning and indexing
	We index according to the record reference number and the type of file being treated, areas which have been previously designated by the client to fit in with his workflow and nomenclature (e.g. personnel leaving the company, CVs, payment agreements, etc…). Clever indexing saves time later when files need to organised and consulted.

	Files sent to client and digital consulting
	Once the digital image has passed our quality control check, and the data has been generated, then the digital file is sent to the client via FTP. His database receives the data and updates automatically so that records can be consulted immediately and the workflow is never interrupted.