Document digitisation: define the assignment and services
A scan reproduces a page. Text recognition makes printed content searchable; indexing links files to a case or date.
Define the assignment
First decide whether the assignment concerns individual records, an archive or recurring incoming mail. A new document management system is an additional assignment.
Specify the result
Agree a sample file with page order, naming and searchability. Colour, double-sided scanning, bindings and large plans affect the work. Files must actually open and be findable in the destination system.
| Service | Agreement to make |
|---|---|
| Scan | Check completeness and legibility |
| OCR | Language and checks on recognised text |
| Indexing | Names, case grouping and fields |
Prepare the inquiry
Count known pages, binders or boxes with the unit. Mark approximate quantities as estimates; they are not binding sheet counts. Mention stapled, bound, fragile or large-format material and whether the archive must remain accessible during processing.
Describe the scope and available information without copying confidential originals into the first inquiry. Unknown technical details can remain open. Later agree a suitable transfer channel and a person responsible for questions.
Clarify responsibilities and limits
PDF/A and OCR alone guarantee neither error-free capture nor the legal suitability of every record. Check retention and evidential needs before destroying originals. For personal data agree instructions, authorised access, processing locations and subprocessors. Swiss storage does not replace these checks.
Compare costs and billing
Preparation and indexing can require more effort than scanning. Check charging per page, file or hour and treatment of blank backs, special formats, transport and returns. A page price without these details is difficult to compare.
Compare the same service over the same period. Ask for setup, ongoing work, additional effort, expenses and VAT to be shown separately where applicable. Clarify approval of additional work. Without specific information a national price range would be misleading.
How the assignment proceeds
Start with a small representative batch. Check missing pages, order, legibility and search terms. After acceptance, process the remainder by the same rules. Return or destruction needs a separately agreed approval.
First discuss the objective, scope and responsibilities. The quotation then records services, assumptions and exclusions. Check an agreed first stage before substantial further work starts. At completion record the result, unresolved matters and handover; changes need an agreed approval process.
Compare quotations carefully
Check what will actually be delivered and what contribution you must make, as well as price. A low basic fee can be offset by extras or missing services. Give every provider the same requirements.
| Check | What the quotation should explain |
|---|---|
| Scope | Included work and expressly excluded tasks |
| Cooperation | Contact person, questions and approvals |
| Billing | Charging basis, extras and terms for additional work |
| Originals | Separate collection, ongoing access and return |
Checklist before starting
Settle these points before handing over records.
- Quantity. Known count, unit and special formats
- Searchability. Approve an OCR and filing sample
- Originals. Agree return and separate destruction approval
Frequently asked questions
Does OCR reliably recognise handwriting?
It depends on the original and process. Agree a trial; OCR does not replace checked manual transcription.
Is long-term archiving included in scanning?
Not automatically. Storage operation, access management, preservation and deletion rules must be agreed separately.
Do I need complete records first?
No. Explain what is available and what remains to be clarified. Records needed for the actual work are agreed later.
Should I include confidential content in the inquiry?
No. A brief description of the need is enough. Credentials, complete customer files and information about third parties belong in a later agreed protected exchange.
Is the commissioned service free?
The free quotation inquiry does not replace a fee proposal. Agree costs and assignment terms with the selected provider.
How is the timetable agreed?
Give any known date and explain its significance. The provider must check capacity, necessary information and dependencies; an inquiry does not yet confirm a delivery date.
