EASY Property Management Scanning and Digital Archive
On this page, you will find more information about our comprehensive service related to property management. This package is tailored specifically for property management professionals.
Make property management more efficient with digital document management
Property management requires an enormous amount of documents, drawings, minutes, and other documentation, which must both be archived and be findable quickly when needed. Traditional paper archives take up space, cause costs, and can cause significant delays in information retrieval. HelppoSkannaus's service brings a solution to this challenge: modern property management works best on the basis of digital documents.
Digitality does not mean just scanning. We offer a whole package, in which documents are handled, digitized, named, and stored as searchable PDF files so that they really serve in everyday life.
Also get to know large-format scanning and archive scanning, if you need additional services to support documentation.
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
+
DIGITAL ARCHIVE
4.
RETURN
Why is scanning an essential part of property management?
Modern property management requires speed, reliability, and the accessibility of information. Scanned material offers:
- Searchability (OCR) – you find the document you need in seconds.
- Safety – digital storage protects from loss and damage.
- Saved space – archive cabinets become history.
- Cost savings – no more manual searching, copying, or duplicating.
- Shared use – several users can use the material simultaneously.
When documents are digitized correctly, their value grows. They turn from passive papers into an active tool. The Helppo digitization package makes this easy for operators of all sizes.
Scanning services for property sector professionals
Our services are excellently suited for property managers, developers, housing company boards, and real estate investors, who want to make their document management more efficient. These operators need access to extensive document packages, which include, among others:
- maintenance books
- building permit drawings
- property manager's certificates
- financial documents
- user manuals and contracts
Our scanning service enables the easy and controlled digitization of these materials – and, if necessary, their delivery directly to Sokkeli's Bank It digital archive.
Asiakirjojen digitointi vaihe vaiheelta
A scanning project can sound laborious, but we've made it effortless for our customers. The process proceeds clearly:
- Reception and pre-processing of the material
If necessary, we pick up the material in the metropolitan area. We remove plastic pockets, remove staples, and prepare the documents for scanning. - Scanning and OCR recognition
Papers and drawings are scanned with high quality and converted into text-recognized PDF format, whereby they are searchable with search words - Naming and structuring of files
Documents are named in the way the customer wishes – for example, according to the apartment, building, or document types. - Storage and delivery
The material is delivered data-securely. If you wish, we store everything in Sokkeli's Bank It project bank or in another system. - Return or destruction
The customer can choose the return of the material or safe disposal. Destruction always takes place according to the contract and in compliance with data security regulations.
Price list
EASY Property Management Scanning Package
from 625 €
Bank It -project bank and Digital Archive service of Sokkeli Oy
from 120€ / month
+ Valid VAT (Value Added Tax)
Example offer:
EASY Property Management Scanning Package
- An excellent comprehensive service that combines the scanning of archives and large-format images.
- Pickup and return of materials in the Greater Helsinki area
- 1000 A4 pages
- 150 A3 pages
- 100 large-format images, e.g., architectural drawings
- Delivery of digital files
Price: 625€ + VAT
Additional services are not included in the example package price.
Alongside the Property Management Scanning Package, Digital Archiving at a special price!
- Digital archiving in Sokkeli's and HelppoSkannaus's own Bank It project bank
- Special price includes 20 users and 10 GB of storage space
- No setup fees!
Price: 120€ / month + VAT
Have a different need for a project bank or digital archiving? Contact us! We'll provide a tailored offer to meet your needs.
- (09) 684 4860
- sokkeli@sokkeli.fi
Explore the content and additional services of the Easy Property Management Scanning package!
Large-format scanning as part of property management
Many property management documents are not the usual A4 size. Large-format scanning is an essential part of our service especially in the digitization of building drawings, HVAC diagrams, and structural plans. These cannot be stored efficiently without special expertise.
Meiltä saat:
- Precise large-format scanning from A3 size upward
- Separate naming, e.g., according to the drawing number or designer
- End files in PDF or TIFF format
- A possible printing service at Sokkeli's digital printing house
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
- Unfolding and straightening folded drawings and rolls for scanning
The fixed price of the comprehensive service package includes a processing time of max. 15 minutes per 500 A4-pages of scanned material. Overtime will be charged separately on an hourly basis or as agreed upon in the contract.
Scanning & Digitizing
- Scanning of Paper Documents
- OCR (Optical Character Recognition) text recognition (converts PDFs into searchable text)
- Documents: Naming of files according to agreed specifications
- Large-Format files: Brief file naming, e.g., according to title
Default price includes:
- 1 binder = 1 file (A4 materials)
- 1 drawing/image = 1 file (large-format images)
Additional service: Alternative file naming can be arranged separately.
Handling after Scanning
- Delivery of materials in digital format, e.g., as a secured link or through the project bank.
- Restoration: Binders are reassembled into their original order. Stapled bundles can be restapled.
- Returning to the same format as before scanning
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
- Archives: Separate pages or easily separable pages, standard paper. Sizes: A4, A3, or smaller.
- Large-format images: Documents and images larger than A3 size, e.g., architectural drawings, posters, and maps.
- Scannable material must be intact and flexible paper or other material. Scannable materials can include paper, plastic, or sketch paper.
Additional service: Pre-processing for damaged materials, e.g., dirty, torn, wrinkled, or hardened old drawings/images, charged hourly or as agreed upon.
Additional Considerations
In large-format scanning, OCR (Optical Character Recognition) text recognition (where files are converted so that PDFs recognize text as searchable) may not always succeed.
The digital archive brings order – not chaos
Mere scanning is not enough if the documents are not easily findable. That's why we recommend to our customers the Bank It digital archive offered by Sokkeli, which is designed especially for the management of technical documents, drawings, and maintenance books.
Benefits:
- Search functions and user rights
- Version control and audit trail
- Safe cloud-based usage environment
- 20 users and 10 GB of storage space are included in the basic package
As a HelppoSkannaus customer, you get digital archiving at an affordable preferential price.
Toimipiste Helsingissä – palvelua koko pääkaupunkiseudulle
HelppoSkannaus's office is located in Helsinki, along good transport connections. We serve customers throughout the metropolitan area, including Espoo and Vantaa, as well as the surrounding municipalities. If necessary, we offer the pickup and return of the material directly to your office, or you can deliver the material to us directly.
Contact us and request a quote or agree on delivery, and we'll help you choose a suitable way to proceed.
Individual needs? We tailor the solution
Every property management project is one of a kind. For one it may be a matter of a few folders, for another of dozens of drawing rolls. We are used to adapting to the customer's needs.
We offer:
- Pre-processing services for damaged or special materials
- The design of naming logic
- Separate user rights policies in digital archiving
- Consultation in the design of the information structure and file policy
If you have some special need – whether it's a matter of a large amount of building drawings or a long-term digitization project – request a quote and let's design a suitable solution for you.
Frequently asked questions
How long does a scanning project take?
It depends on the amount of material and the pre-processing needs. Small projects are managed in a few days, more extensive ones according to an agreed schedule.
What does OCR text recognition mean?
OCR converts a scanned PDF in such a way that the text in it can be searched like in a normal Word or web document.
Can large-format images also be scanned in the same package?
Yes – the package can be adapted to cover both A4/A3-sized documents and large-format images.
Is it possible to destroy the material data-securely after scanning?
Yes. We offer a material destruction service as separately agreed.
Take a step toward paperless management
Whether it's a matter of a small housing company, a large developer, or a real estate investment company – HelppoSkannaus helps you transition to modern, digital property management. When you choose us, you don't get just scanning – you get management, efficiency, and peace of mind.
Contact us, and we'll tell you more, or send a quote request already today.
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
