Scanning and Digitizing Archives
Plans and documents organized and available digitally
We scan your archival materials and format the files according to your specifications—ensuring clear organization and easy retrieval of your documents.
Archives that have grown over the years contain valuable plans and documents that can be more easily accessed through digitization and, if needed, AI-assisted retrieval. We organize the digital files according to your specifications—for example, by property, project, or document type. Upon request, we can also provide full-text search and indexing so that you can quickly locate the documents you need.
Table of Contents
Digital Archive—Your Benefits
Find it faster
Clear file names, an organized filing system, and—if desired—full-text search make it easier to find your plans and documents.
Share More Easily
Digital copies can be made available to employees and specialized planners. The originals remain in the archive—and do not need to be retrieved after they have been shared.
Preserve the originals
You use the digital files for your daily work. As a result, delicate originals need to be retrieved and moved less often.
Reduce space requirements
Digital documents don't require shelves. Before disposing of any documents, determine which originals need to be retained.
Digitizing Archives: Which Documents Are Suitable?
We scan individual archive collections or entire archives—from construction plans and technical drawings to supplementary paper documents. We take different formats and older, delicate originals into account during preparation and processing.
For a housing cooperative, for example, plans and documents can be organized by property, building, or construction project. We will coordinate with you in advance on how we will digitize your archive and organize the files.
Digitizing Your Archives: Here's How the Process Works
1. Determine current inventory and requirements
Which documents should be scanned, and how do you plan to use the files later? Together, we’ll determine the scope, file formats, naming conventions, and filing structure. Your customized quote will be based on this information. If you’d like, we can start with a pilot project. This will allow you to evaluate the results before we digitize your entire archive.
2. Arrange for delivery or pickup
You can bring your documents in person or send them in batches. For larger archives, we will arrange for pickup—either in person or through a shipping service. The existing organization system serves as the basis for processing.
3. Scan and process
We scan your documents and check the results for readability and alignment. Depending on your requirements, we can add full-text search, indexing, or AI-powered extraction of selected information. We review your templates to determine which information can be reliably captured.
4. Submit Digital Files and Return Originals
You will receive the files in the agreed-upon format and according to the specified filing structure. We will return the originals; any disposal will take place only after you have given your express approval.
Case Studies in Archival Digitization
We have already digitized extensive archives of plans and documents for housing cooperatives, property management companies, and other organizations. Here is a selection of our clients.
Digital Archive: Organizing Files and Cataloging Content
Clear Organization and File Names
When we digitize your archives, we tailor the file names and folder structure to your workflow—for example, by property, building, phase, or trade. This ensures that related plans and documents remain clearly organized.
Full-text search with OCR
Using optical character recognition (OCR), we convert suitable scans into searchable PDFs. You can search for terms within the documents. The reliability of text recognition depends on the quality of the original document.
Indexing and AI-powered Extraction
We enter details such as plan number, date, or project name as search and sorting criteria as agreed upon. We will review your documents to determine whether AI-assisted data extraction is suitable for this purpose—in a pilot project, if desired.
Scanning Archives: Scan Quality and File Formats
Resolution and Color Mode
By default, you will receive your designs at 300 dpi—for a good balance between detail quality and file size. Other resolutions are available upon request.
By default, A4 and A3 documents are scanned at 400 dpi with automatic color detection and in duplex mode. This ensures that even the back sides of individual printed pages are captured. An automatic blank-page detection feature filters out blank pages; however, back sides with smudges or margin marks may still be retained.
Post-processing and Inspection
For plans, visual inspection is performed continuously during scanning. If necessary, alignment, contrast, brightness, and edge areas are adjusted.
For A4 and A3 documents, the visual inspection is limited to random samples. A detailed inspection of every single page is not included in the standard service.
Supported File Formats
By default, you will receive your digital archive as a PDF. Depending on your requirements, PDF/A or searchable PDFs with optical character recognition (OCR) are available. JPG and TIFF formats are also available upon request.
Your Originals: Return, Sort, or Dispose
Resolution and Color Mode
You will receive your originals back after they have been scanned. Upon request, the service can also include sorting, packing into new boxes, and consistent labeling—for example, by property, phase, or trade. This ensures that the organization in your paper archive matches that of your digital records.
If you no longer need the originals, we can arrange for their proper disposal upon request. This will be done only after you have given your express approval. Please clarify in advance which documents must be retained.
Digitizing Your Archives: Your Custom Quote
The cost depends on the volume, formats, and condition of your documents, as well as the desired sorting, filing, and retrieval methods. An existing inventory list, photos of the archive, or sample scans are often sufficient for an initial estimate. For larger archive collections, the estimate is typically provided following an on-site visit.
Based on this, we will prepare a personalized quote for you that clearly outlines the scope of services. For larger planned quantities and archive holdings, we offer customized, volume-based terms.
Start with a pilot project
Would you like to review the results first? You can evaluate the scan quality, file names, and filing structure using selected plans and documents. If needed, this also includes testing the OCR or AI-powered data extraction. This way, you’ll know exactly how your digital archive should be structured before proceeding with the entire project.
Frequently Asked Questions About Scanning and Digitizing Archives
Does the archive need to be sorted before scanning?
No, complete pre-sorting is not usually necessary. The existing order should be maintained as much as possible so that plans and documents can be properly organized. Upon request, we can also review and remove duplicate plans. In this process, we determine in advance how to handle different plan versions and potential duplicates. The additional sorting effort will be factored into the quote.
Can digitization take place in stages?
Yes. Larger archives, for example, can be digitized in phases—by property, building, department, or archive section. This allows the workload to be spread over several years and budgets, if necessary. The rules for filenames, folder structure, and indexing are established at the outset to ensure that a consistent digital archive is created, even when the process is carried out in phases.
How long does it take to digitize an archive?
The processing time depends primarily on the volume and condition of the documents, as well as on the desired filing method. Consolidating multi-page documents, file naming, OCR, and indexing also affect the amount of work involved. After an on-site inspection and—if appropriate—a pilot project, the duration for the entire archive can be estimated more accurately.
How are confidential documents handled?
The handling of confidential documents, as well as the transfer and provision of files, will be agreed upon prior to the assignment. Upon request, we will enter into a confidentiality agreement and specify when work and delivery data will be deleted upon completion of the assignment. Confirmation of the deletion can be provided in writing. We take any special data protection or security requirements into account when preparing the quote.
Do I need special software for the digital archive?
In many cases, no. A well-organized folder structure, clear file names, and PDFs can be used with standard software. If SharePoint, a document management system, or another archiving system is already in place, we’ll tailor the filing system and the required information to fit it.
For more complex requirements, a solution using AI-powered data extraction can be implemented. This process identifies selected information from the documents and makes it available as attributes for searching and classification. We will review your documents to determine which information can be reliably extracted.
Can the archive's current organization be adopted?
Yes, provided it is suitable for future use. The labels on folders, binders, or boxes can serve as the basis for the digital folder structure, file names, and indexing. If the existing organization has gaps or ambiguities, the appropriate structure for the digital archive is determined before scanning begins.
Can the scanned documents be searched?
Suitable documents can be converted into searchable PDFs using OCR text recognition. This makes it possible to find terms within the documents. The quality of the recognition depends on the legibility, font, condition, and layout of the original document.
How much does it cost to have an archive scanned and digitized?
The cost depends on the size, formats, condition, and organization of the collection, as well as the requested services, such as OCR, indexing, or AI-assisted digitization. A list of items or photos can provide an initial estimate; for larger archives, this estimate is typically determined after an on-site visit.