Digital Archiving Services

A digital archive is a system where paper documents are searchable and stored securely.

A digital archive means scanning physical documents, converting them to text with OCR, indexing them and storing them securely for the long term with access control and backup.

Scanning alone is not a digital archive: a scanned but unindexed folder replaces a pile of paper with a pile of images. A digital archive has three parts: the document image (scanning), the information that makes it findable (OCR and index fields) and the software that manages it (search, permissions, backup, retention and disposal periods).

The paper original is kept for its retention period while everyday use relies on the digital copy. The document stays on the shelf, several people can view it at the same time, and every action is recorded.

Let your documents be at your fingertips in seconds.

Scanned but unindexed files simply create a new document pile in the digital environment.

A digital archive is not just a scanned image of a paper document; it is an integrated system that lets a document be found in seconds, be managed securely, and be stored sustainably.

A digital archive is the backbone of institutional memory.

A digital archive is not simply a scanned copy of a paper document. A properly built digital archive system is an integrated structure that lets a document be found in seconds, be viewed only by authorised people, be backed up regularly, and be managed traceably throughout its entire lifecycle.

In the digital archive projects we have run since 1999, we manage the whole process with a single team — from document preparation and scanning infrastructure to OCR full-text search, metadata schema, role-based access authorisation and long-life file formats. As a result, your organisation ends up with a searchable, secure and sustainable digital archive instead of scattered folders.

Your scanned and indexed documents are searched, authorised and made accessible on web and mobile from a single hub through our digital archive software, Arşivist DAYS; service, software and access come as one package.

Your documents can be scanned without leaving your premises.

In our digital archiving projects, scanning usually takes place at scanning stations we set up inside your own building, run by our own project team; documents are prepared, scanned and returned to their place without leaving the archive room.

For the Ottoman Archives Department in Istanbul, a team of 60–70 people with 30 book scanners classified, carried out basic repairs on and digitised 25 million historical documents this way. At the Presidential Nation’s Library, work continued with 100 to 350 staff throughout the project.

We offer three working models: an on-site turnkey project team (service bureau), scanner, software and staff support for your own team, or setting up your in-house scanning unit with scanner sales, installation and training.

An audited process for documents containing personal data.

Our information security management system is certified to ISO/IEC 27001:2022 and our quality management system to ISO 9001:2015; the scope covers archive organisation, digitisation and archive software.

For documents containing personal data, such as personnel, student, patient or customer files, the fields to be indexed, who may view them and where the data will be stored are agreed with your organisation at the start of the project. Access to the digital archive is role-based, every action is logged and data is backed up regularly.

Archive management system: what happens after scanning?

Scanned documents are transferred to our archive management system, Arşivist DAYS, where each document’s record, physical location, loan status and retention-disposal period are tracked in one system.

Full-text OCR search, custom metadata fields, role-based permissions and web access mean the document you need is found in seconds. The system can be integrated with existing software such as ERP, electronic document management and GIS platforms.