Indexed digital archive
Clear digital copies with an agreed folder structure and consistent file naming.
Records Management
Document Digitization in Saudi Arabia
We turn paper archives into organized digital files that can be indexed, searched and retrieved, with naming, metadata and quality checks agreed with you before work starts.
Why it matters
From a paper archive to a searchable digital repository
A paper archive takes up space, is hard to search, and is exposed to damage or loss. But scanning alone is not enough: PDF files without naming or indexing become a digital archive where nothing can be found.
Effective digitization combines good scanning, classification and metadata that make every document retrievable within seconds.
How it works
Stages of a digitization project
- AssessmentThe size of the archive, document types and their condition, and deciding what will be digitized and what will be excluded.
- Collection & sortingArranging files, removing staples and duplicates, and preparing them for scanning.
- ScanningHigh-volume scanning with settings suited to each document type and its legibility.
- Indexing & metadataNaming files according to agreed standards and entering the fields that will be used to search.
- Quality controlChecking samples of the digital copies for clarity, completeness and correct indexing.
- Delivery or uploadDelivering the archive in a clear folder structure, or uploading it to a document management system.
Indexing
What makes an archive searchable?
| Document type | Example index fields |
|---|---|
| Contracts | Counterparty name, contract number, start and end dates, responsible department |
| Employee files | Employee number, name, document type, date |
| Invoices & financial documents | Invoice number, supplier or customer, date, amount |
| Correspondence | Outgoing or incoming reference number, organization, subject, date |
Index fields are defined with the departments that actually use the archive, because they know best how they search for documents.
Sensitive documents
Handling sensitive documents
We agree in advance on how sensitive documents are handled: where the work takes place (at your premises or off-site), team access permissions, how files are transferred and delivered, and what happens to the paper originals after digitization in line with your organization's policy.
Deliverables
What your organization receives
Searchable document register
Metadata for every document so it can be retrieved by the fields your departments use.
Quality check results
Notes on clarity and completeness, and a list of damaged or incomplete documents.
After digitization, files are best managed in a system that controls permissions and versions. See our document management systems service.
FAQ
Frequently asked questions
What are the steps for digitizing a paper archive?
Sorting and classifying documents, scanning them, entering metadata and indexing, checking the quality of the digital copies, and organizing storage and retrieval.
Can documents be searched after digitization?
Yes. Documents are indexed to create a document register that can be searched and retrieved.
How is the quality of the digital copies ensured?
The digital copies go through a quality check, and the check results are delivered as part of the project deliverables.
Contact
Tell us about your archive
Share the approximate size of your archive, the document types and where they are kept, and we will propose a suitable scope.
Arabic version: النسخة العربية
