EASY Archive Scanning
On this page, you will find more information about our Comprehensive Archive Scanning Service.
Archive scanning – A smart way to manage and protect information
HelppoSkannaus offers professional-level archive scanning service for all kinds of organizations, from small associations all the way to large municipal operators. With the help of our scanning service, paper archives are converted into digital ones, which saves space, facilitates information management, and improves safety.
Archive scanning is nowadays an essential part of efficient and safe information management. Whether it's a matter of a contract archive, personnel documents, old building drawings, a company's documents, an association's minutes, or a private individual's important documents, digital archives bring with them significant benefits
Our HelppoSkannaus service makes digitization easy and reliable – quickly, smoothly, and expertly.
Operation of the EASY Scanning Service
A simplified process description of the services included in the package. For a more detailed description, click here!.
1.
PICKUP
2.
SCANNING & DIGITIZING
3.
SAVE & SEND
4.
RETURN
Why is archive scanning worthwhile?
Paper archives take up a lot of space and their management can be laborious. By scanning and digitizing the documents, you ensure that the information is easily findable, protected, and backed up. At the same time, you reduce the risk of information being lost as a result of fire, water damage, or another accident.
In addition, scanned documents support modern work: remote work, fast information retrieval, and the sharing of documents succeed effortlessly, when the material is available in digital form.
Benefits for companies and organizations
Companies and communities, such as associations and foundations, benefit from archive scanning in many ways:
- Space saving: As paper folders and archive cabinets decrease, office space is freed up for other use.
- Efficiency: Digital documents are found in seconds, whereas searching from a paper archive can take a lot of time.
- Data security: Scanned files can be protected with passwords and backed up in several places.
- Compliance with regulation: Many fields require the preservation of documents for a certain time – digital archives help to fulfill these requirements easily.
When you want to modernize your document management, the Helppo Archive Scanning service is the right solution.
Price list
EASY Archive Scanning -package
from 888 €
+ Valid VAT (Value Added Tax)
Example offer:
Small Document Archive Scanning Package
- 12-24 binders, totaling max. 6000 A4-sized pages
- Processing time max. 15 minutes per 500 pages
- Pickup and return of materials in the Greater Helsinki area
Price: 888€ + VAT
Additional services are not included in the example package price.
Explore the contents and additional services of the Easy Archive Scanning package!
Data security and archive digitization
Data security is one of the most important reasons why organizations choose archive scanning. Paper materials can be exposed to many risks, such as loss, damage, or unauthorized use.
Digitized documents can be:
- Encrypted
- Stored in safe cloud services
- Shared safely to a limited group of users
- Protected with backups
Therefore, archive scanning is an excellent investment in the organization's data security.
Archive scanning supports responsible operation
Reducing paper consumption is a concrete act for the benefit of the environment. When archiving is done digitally, the emergence of new paper archives is avoided and nature is saved.
With the help of the HelppoSkannaus service, you can thus at the same time make your company's operation more environmentally friendly.
See how HelppoSkannaus works and take a step toward more responsible document management.
What materials are worth scanning?
In practice, almost all paper materials can be scanned:
- Contracts
- Minutes and memos
- Financial documents (invoices, receipts, financial statements)
- Project materials
- Old photographs and drawings
- Bookkeeping documents
- Personnel documents
Whether it's a matter of a small number of folders or a more extensive archive, our service scales according to your needs.
Handling of the Materials in the EASY Scanning Service
Pre-scanning processing
- Numbering of materials and creation of process plan
- Removal of staples and spines
- Removal of plastic sleeves
- Identification of materials unsuitable for scanning: e.g., fabric samples, carbon copies, CD-ROMs, and other materials that cannot be processed mechanically
Scanning & Digitizing
- Scanning of Paper Documents
- OCR (Optical Character Recognition) text recognition (converts PDFs into searchable text)
- Naming of files according to agreed specifications
Default price includes: 1 binder = 1 file
Additional service: Alternative file naming can be arranged separately.
Handling after Scanning
- Restoration: Binders are reassembled into their original order. Stapled bundles can be restapled.
Final Processing of Materials
- Return of materials to the client
- Materials can also be picked up from our office
Additional service: Disposal of materials upon client's request as per separate agreement.
Material Requirements
- Separate pages or easily separable pages, standard paper
- Sizes: A4, A3, or smaller
Additional service: Scanning of large-format images priced separately.
Additional Considerations
OCR text recognition (where files are converted so that PDFs recognize text as searchable) may not always succeed with handwritten text, such as cursive handwriting.
Frequently asked questions about archive scanning
How quickly can archive scanning be carried out?
The implementation schedule depends on the amount of material and the desired additional services. Small archives can usually be digitized in a few days. In the case of larger materials, the schedule is agreed upon separately.
Can I get my material ready organized and named?
Yes! HelppoSkannaus includes the naming of documents clearly and logically. This way the management of the files is easy also in the future.
In what form do I get the material?
Most commonly, the scanned documents are delivered as PDF files. Special needs (for example, OCR text recognition) can be agreed upon separately.
Is my material safe during the scanning?
Absolutely. All our scanning processes comply with strict data security practices.
What if the material has a lot of staples, paper clips, or folders?
No worries – we handle the material before scanning so that all the papers are ready to be digitized.
HelppoSkannaus makes archiving simple
The HelppoSkannaus service is designed for customers who value smooth, safe, and efficient digitization. Our service covers everything from pickup to return, whereby the customer does not have to worry about anything extra.
When you choose HelppoSkannaus, you get:
- Personal service
- Flexible schedules
- Safe handling
- Competitive prices
Also get to know our other services, such as large-format scanning and property management scanning and digital archive.
In cooperation with Sokkeli
HelppoSkannaus is part of Sokkeli's service package. Sokkeli has a long experience in digital services and document management. Read more on the Sokkeli.fi site and get to know the broader service selection!
Got questions? Feel free to contact us and ask!
- (09) 684 4860
- sokkeli@sokkeli.fi
HelppoSkannaus Process Summarized
PickUp
Pickup and packing for transportation
Scanning & Digitization
Includes project planning, organization, and process reporting
Storage & Delivery
Delivery of the digitized archive as agreed
Return
Return of the materials, or disposal, according to the client's wishes
