Why is Digitization Important?

Direct connection between electronic and physical archive

Compliance with the new standards and laws

Reduction of Physical Archive

Faster retrieval of information

Preservation of old texts/ manuscripts

Environmentally friendly

What can we Digitize?

Documents A8-A3 Digitization

Documents A8-A3

Digitization of A2-A0 documents & drawings

Documents A2-A0

book-scanning

Books

slides-scanning

Negative Slides

microfilm-microfiche-scanning

Microfiche – Microfilm

Paintings - Art Digitization

Paintings

Outsourcing Scanning Services

Physical Archive Analysis
Archive Digitization
Physical Archive Handling
Consulting Services

Added Value Services

Image for OCR - Data Capture Solutions
OCR
Optical Character Recognition

Optical Character Recognition in order to avoid the time-consuming and costly process of manual data entry of documents.

indexing
Indexing
Semantic Characterization of Documents

Representation of information from a document so that those conducting searches, can retrieve the information easily.

Image Clipping
Digital Press Clipping

Digital storage of newspapers’ and magazines’ clipping, in order to create documents of Press.

Form Reading
Recognition of Standardized Forms

Recognition of data written in forms (included handwritten Greek letters) throufh ABBYY FormReader and ABBYY FlexiCapture Studio.

Digitization Stages

1. Receipt

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2. Check

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3. Rendering UNS

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4. Preparation of Documents

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5. Scanning

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6. Indexing

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7. Postpare

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8. Final Deliverable

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Receipt

1. Receipt

Receipt of the physical files in the customer’s or IID’s premises

Producing reports to the client for the received files (safekeeping)

Producing reports for the procession of the files (for the next stage of the procedure)

2.Check

Checking the accuracy and completeness of the received files

Identifying the files for its uniqueness (connection with the customer’s database)

Separating the archive in “scan” / “no scan” (documents to be scanned or only for safekeeping)

3.Rendering UNS

Rendering unique number of safekeeping & affixing barcode label

Connecting the physical file with the means or the safekeeping area (box, dexion, etc.)

4. Preparation of Documents

Checking the accuracy of the folders / contents

Checking the folders for the existence of a unique entity -> necessity to split the folder

Splitting the file & return for identification

Choice of the documents to be scanned -> creation of the original file

Classification of documents (per document type / content)

Sorting within the category (e.g. by date) using separators

Removing staples from the documents

Marking specific characteristics of documents(e.g. Bad prototype, book, architectural plans, etc.)

Filling in the checklist in the report of the processing (for the next stage of the procedure)

5. Scanning

Choosing the scanner (depending on the nature of the document):

Feeder up to Α3+

Flatbed up to Α2+

Book Scanner up to Α1+

Layouts A0+ (architectural plans)

Film scanners

Choosing the scanning specifications (depending on the type of the document & on special cases from the marking on separators):

Color attribution (B/W, color, grey)

Resolution (600, 400, 300, 200 dpi)

6. Indexing

Quality check of the image per page

Classification of the documents

Manual Data Entry or Auto indexing (using OCR, ICR capturing)

Defining documents

Clipping of images

Quality check of the documents (Accuracy & Completion check )

Total index report

7. Postpare

Re-stapling the documents

Merging files /removing unnecessary documents/ non scanning of copies etc.

8. Final Deliverable

Delivering the Physical Files

Export -> Delivering Digital Files:

Final Quality Check

Full text OCR

Converting the final documents in the desired delivery format (e.g. tif, pdf/a) & the predetermined electronic folder structure

Delivering the meta-data (the results from indexing) in the form and the desired layout (DB, csv, xml etc.)

1. Receipt

Receipt of the physical files in the customer’s or IID’s premises

Producing reports to the client for the received files (safekeeping)

Producing reports for the procession of the files (for the next stage of the procedure)

2. Check

Checking the accuracy and completeness of the received files

Identifying the files for its uniqueness (connection with the customer’s database)

Separating the archive in “scan” / “no scan” (documents to be scanned or only for safekeeping)

3. Rendering UNS

Rendering unique number of safekeeping & affixing barcode label

Connecting the physical file with the means or the safekeeping area (box, dexion, etc.)

4. Preparation of Documents

Checking the accuracy of the folders / contents

Checking the folders for the existence of a unique entity -> necessity to split the folder

Splitting the file & return for identification

Choice of the documents to be scanned -> creation of the original file

Classification of documents (per document type / content)

Sorting within the category (e.g. by date) using separators

Removing staples from the documents

Marking specific characteristics of documents(e.g. Bad prototype, book, architectural plans, etc.)

Filling in the checklist in the report of the processing (for the next stage of the procedure)

Scanning

5. Scanning

Choosing the scanner (depending on the nature of the document):

Feeder up to Α3+

Flatbed up to Α2+

Book Scanner up to Α1+

Layouts A0+ (architectural plans)

Film scanners

Choosing the scanning specifications (depending on the type of the document & on special cases from the marking on separators):

Color attribution (B/W, color, grey)

Resolution (600, 400, 300, 200 dpi)

highlight indexing

6. Indexing

Quality check of the image per page

Classification of the documents

Manual Data Entry or Auto indexing (using OCR, ICR capturing)

Defining documents

Clipping of images

Quality check of the documents (Accuracy & Completion check )

Total index report

7. Postpare

Re-stapling the documents

Merging files /removing unnecessary documents/ non scanning of copies etc.

final deliverable

8. Final Deliverable

Delivering the Physical Files

Export -> Delivering Digital Files:

Final Quality Check

Full text OCR

Converting the final documents in the desired delivery format (e.g. tif, pdf/a) & the predetermined electronic folder structure

Delivering the meta-data (the results from indexing) in the form and the desired layout (DB, csv, xml etc.)