Organisation & digitisation
Document scanning services in Kenya: from paper to searchable records
High-volume scanning to searchable PDFs in English and Kiswahili, including bound volumes.
Document digitisation turns paper records into digital records that can be searched, shared and protected. We scan your documents, make them searchable, index them to your own file plan and deliver them in an organised structure or straight into your electronic records system.
We handle everything from one department's files to the mass digitisation of a registry or archive. For large backlogs, registers and bound volumes, see our page on bulk scanning.
Who it is for
SACCOs digitising member and loan files. Law firms converting matter files. NGOs keeping grant records ready for donors. Government entities moving registries to digital. SMEs that want their records safe from fire, flood and staff turnover. Libraries, colleges and institutions with archive digitisation projects.
The problem it solves
Paper records can only be in one place at a time. They are slow to search, easy to lose and exposed to damage. Scanning alone does not fix this: a folder of unnamed image files is almost as hard to use as the paper. Useful digitisation needs text recognition, consistent naming, indexing and quality control.
How we do it, step by step
Assessment
We look at the volume, condition and arrangement of the records and agree the scope. A records audit gives a wider view if you need one.
Preparation
Files are put in order, fasteners removed and damaged pages flagged. Records past their retention period can be set aside first, so you only scan what is worth keeping.
Scanning
We use high-volume production document scanners suited to the job, on your premises or at ours.
OCR
Text recognition in English and Kiswahili makes every document searchable.
Indexing
Document indexing follows your own metadata and file plan, so every file is named and tagged the way your staff already look for it.
Quality control
Each batch is checked against the originals before delivery.
Delivery
Records arrive as an organised folder structure or are uploaded directly into your EDMS, and the paper is returned in order.
What we digitise
Loose documents of all common sizes, including A4, A3 and mixed sizes. Files and folders. Bound volumes and registers, unbound carefully and rebound where that is appropriate. Photographs and oversized records. Specialist formats are handled on request, with suitable equipment arranged as needed.
Searchable PDF and other formats
Most records are delivered as searchable PDF. PDF/A is available for records that need long-term preservation, and TIFF where your archive or system calls for it. Indexing follows your own metadata, so the digital records fit the way your organisation already finds things.
Confidentiality and custody
Everyone who handles your records signs a non-disclosure agreement. A sign-out register tracks every file or box that moves, and handling is supervised throughout. We work as a data processor under a written agreement, in line with the Data Protection Act 2019.
What you receive
- Searchable PDF library (English and Kiswahili), with PDF/A or TIFF where needed
- Organised folder structure and naming convention guide
- A quality check on every batch before delivery
- Optional direct upload into your EDMS, and rebinding of bound volumes
Timelines and cost
Timelines depend on volume, condition, how much is bound and how detailed the indexing needs to be. The proposal sets out a schedule once we have seen the records. Fees are scoped per engagement, and you receive a written proposal within 48 hours.
Frequently asked questions
- What is the difference between scanning and digitisation?
- Scanning creates an image of a page. Digitisation adds what makes it useful: text recognition, naming, indexing, quality control and a home in a records system.
- Do you scan Kiswahili documents?
- Yes. OCR runs in English and Kiswahili, so documents in either language can be searched.
- Can you scan at our offices?
- Yes. We work on your premises or at ours, whichever your records and your custody rules require.
- Can the scans go straight into a document management system?
- Yes. We can upload directly into your EDMS, with the index fields agreed in advance.
- Can we destroy the paper afterwards?
- Only where the law and your retention schedule allow it. Some originals must be kept.
Related services
Bulk Scanning
Backlog, register and bound volume scanning to searchable, indexed PDF, on your premises or ours.
Physical Records Organisation & Cleanup
Sort, classify, weed and arrange paper files under a purpose-designed filing scheme.
EDMS Implementation
Our flagship: an electronic document management system configured to your organisation.
Paperless & Sustainability Advisory
A measured route to paperless operations, with the evidence to report progress.
Sectors this service is built for: SACCOs, Libraries and education, SMEs, Law firms.
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.