Organisation & digitisation
Bulk document scanning for backlogs, registers and bound volumes
Backlog, register and bound volume scanning to searchable, indexed PDF, on your premises or ours.
Many organisations in Kenya have years of paper they cannot search. It sits in registries, store rooms and boxes in the corridor. Files go missing, audit queries take days to answer, and the space costs money. We scan that backlog in bulk, in Nairobi and across Kenya, and turn it into searchable, indexed digital records your staff can find in seconds. The original paper is handled carefully throughout.
Who it is for
Bulk scanning suits any organisation with a large volume of paper to convert at once. That includes county and national government offices clearing a registry backlog, SACCOs digitising member files, law firms with closed matter files, NGOs keeping project records for donors, and schools, colleges and libraries with registers and bound volumes. If your records are already in good order, we can start scanning straight away. If they are not, we sort and classify them first, so you only scan what is worth keeping.
What we scan
- Loose documents of all common sizes, including A4, A3 and mixed sizes in the same file
- Files and folders, with staples, clips and tags removed and the order kept
- Bound volumes and registers, with careful unbinding and rebinding where appropriate
- Photographs and oversized records
We handle specialist formats on request, and arrange suitable equipment for them as needed.
Bound volume and book scanning
Registers, minute books, ledgers and bound files hold some of an organisation's most important history, and they are the easiest to damage. We look at each volume before any work starts. Where unbinding is appropriate, we unbind with care, scan each page and rebind the volume, so it goes back on the shelf in usable condition. Where unbinding is not appropriate, we agree the approach with you before we touch it.
How we do it, step by step
Survey and sample
We look at the records, their condition and how they are arranged, and scan a sample to agree quality and naming.
Preparation
Files are checked, fasteners removed, damaged pages flagged and batches logged.
Scanning
We use high-volume production document scanners, chosen for the size and type of the job.
OCR
Text is recognised in English and Kiswahili, so the PDFs can be searched by word.
Indexing
Each file is named and tagged to your own metadata and file plan, not ours.
Quality control
Every batch is checked against the originals for missing pages, legibility, orientation and correct indexing before it is accepted.
Reassembly and return
Files are put back in their original order, and bound volumes are rebound where they were unbound.
Delivery
You receive a structured, organised output, or we upload it directly into your EDMS.
OCR and searchable PDF
A plain scan is just a picture of a page. OCR (optical character recognition) reads the text in the image, so you can search inside a document, copy from it and find it by a phrase you remember. We run OCR in English and Kiswahili. Typed and printed text gives the best results. For handwritten pages, the image is kept as it is and indexing makes the file easy to find.
What you receive
- Searchable PDF files, or PDF/A where the records need long-term preservation
- TIFF images where your archive or system calls for them
- An index built to your metadata and file plan
- A quality check on every batch before delivery
- Direct upload into your EDMS on request
- Your original files, returned in order
Chain of custody and confidentiality
Your records often hold personal data, financial details or legal matters, so we treat custody as part of the job. Everyone who handles your files signs a non-disclosure agreement. Every file or box that moves is signed out and signed back in on a register. Handling is supervised throughout. Work takes place on your premises or at ours, whichever your records and your custody rules require. We work as a data processor under a written agreement, in line with the Data Protection Act 2019.
Timelines and cost
How long a job takes depends on the volume, the condition of the paper, how much is bound and how detailed the indexing needs to be. We set out a schedule in the written proposal once we have seen the records. Every job is scoped per engagement, and you receive a written proposal within 48 hours.
Frequently asked questions
- Can you scan on our premises?
- Yes. We work on your premises or at ours, whichever your records and your custody rules require.
- Will bound registers be damaged?
- We look at each volume first. Where unbinding is appropriate, we unbind carefully and rebind after scanning. Where it is not, we agree the approach with you before starting.
- What file formats do you deliver?
- Searchable PDF, PDF/A for long-term preservation and TIFF, indexed to your metadata and file plan, or uploaded directly into your EDMS.
- Does the OCR work for Kiswahili documents?
- Yes. We run OCR in English and Kiswahili. Handwritten pages are kept as images and made findable through indexing.
- How much does bulk scanning cost?
- It depends on volume, condition and indexing, so every job is scoped per engagement. You receive a written proposal within 48 hours.
Related services
Document Digitisation
High-volume scanning to searchable PDFs in English and Kiswahili, including bound volumes.
Physical Records Organisation & Cleanup
Sort, classify, weed and arrange paper files under a purpose-designed filing scheme.
Retention & Disposal Policy
A written, legally grounded schedule that says what to keep, for how long, and how to dispose of it.
EDMS Implementation
Our flagship: an electronic document management system configured to your organisation.
Sectors this service is built for: Government entities, SACCOs, Libraries and education.
Start with a conversation.
Tell us what your records look like today. We will meet you on site, listen, and send a written proposal within 48 hours.