I only have a small number of files. Can Paper Escape help digitise these?

Yes, we take on projects of all sizes.

We want to go paperless, but don’t want to change our current processes. Can you help?

This is what we specialise in. Our solutions don’t require any additional IT software or training and you don’t need to change a thing about the way your business currently operates. We tailor our solutions around your existing systems and processes.

Do I need to remove staples and paper clips?

Unlike many of our competitors, standard preparation is included free of charge as part of our service. We remove staples, paper clips, post-it notes and straighten edges, ensuring a smooth batch scanning process.

Do I need to box up my paperwork before arranging a collection?

All documentation will need to be stored in some form of archive box or container for transit purposes. We can supply archive boxes prior to, or upon collection, or you can use your own boxes, providing they are strong and secure. If you already have an account with Paper Escape, you can order boxes from our support page.

Indexing

Help understand how we process, structure and index your documents

The indexing of documents is essential for locating the information you need, when you need it. Some of our customers may specify that they simply an electronic replica of their existing archive, copying box numbers into e-folder names and converting the files inside the box into searchable PDF’s, which are then indexed with the information found on the front (or spine) of each file.

Some clients may have boxes filled with loose documents and no structure at all, in which case they’ll require a sorting service, indexing documents using information we find as we go, or information that we extract from the document with our data capture software, for example, a client name or invoice number. There are many different indexing and structure options available, here are just a few.

Manual indexing

Manual data entry of your file names

If the required indexing information is handwritten on the front, or spine of the file, we can simply use that information to index your digitised PDF file, manually keying in the information. The indexing information is provided in a separate Excel or CSV file, which can be used for cataloguing, cross checking or importing into an existing document management system.

Template indexing

Reduce costs with barcoded header sheets

We can supply a customised template header sheet with integrated barcode technology. Simply input the required fields using Microsoft excel before printing and inserting the A4 document into each file prior to collection. The barcodes are detected during the scanning phase, automatically indexing your files with the information inputted, reducing indexing costs in the process.

Intelligent indexing

Capture on page information to index your documents.

Perfect for invoices, delivery notes and order processing. Our advanced software can detect words and numbers on the page to identify key index fields such as company names, dates, invoice numbers and more. The technology utilises OCR and ICR (intelligent character recognition) which can even recognise and extract information from handwriting.

Learn more

Sub section indexing

Preserve your existing file structure

Utilising either a manual indexing, or template indexing process, we can create multiple PDF’s to replicate each sub section of a file, which are stored within a main folder, which is indexed with the file name. This creates an electronic replica of the existing file structure.