Scanning for companies
a modern, data-secure, and efficient scanning service
Companies' everyday life is full of information: contracts, invoices, technical drawings, project folders, minutes, and marketing materials. When documents are as stacks of paper in folders or at the back of a warehouse, the utilization of information is slow and expensive. HelppoSkannaus makes scanning easy for companies – we open the door to smooth information management, in which documents are found in seconds, move effortlessly within the organization, and are protected also in exceptional situations.
How does a paper archive turn into searchable information? How quickly do the benefits show in everyday life? Scanning for companies is a data-secure scanning service, which proceeds according to an agreed model and scales to the needs of your industry. Pricing is based on clear principles (amount of material, preparation, OCR and naming, method of delivery) – without surprises.
Why is scanning worthwhile for companies?
The greatest value of scanning is in the fact that paper information turns into findable, shareable, and secured digital information. When documents have clear names and search terms, they are found quickly. When searching, for example, for a contract annex or page 14 of an annual report, you no longer have to browse through folders, but you open the file in a few seconds.
The business benefits show without delay:
- Time is saved. Less manual work, less searching.
- Data security improves. Access control, backup, and logs create a backbone against the risks of everyday life.
- Information moves. Teams and stakeholders see the same version – also in remote work.
- Space costs decrease. The archive room is freed up for other use.
- The environment thanks you. Paper consumption decreases and processes become more efficient.
This is how HelppoSkannaus's company-scanning proceeds
Mapping and planning – We start with a free-of-charge mapping. Together we define the document types, quantities, quality requirements, naming conventions, and file formats. At the same time, it is agreed into which system or folder structure the material is delivered.
Delivery and secure reception – You can deliver the material to us directly at an agreed time. We receive, acknowledge, and log the batches for chain-of-custody management. If necessary, we also arrange pickup and secure transport.
Preparation and quality assurance – We remove staples, straighten pages, and sort the material according to agreed rules. Each batch is logged, so that nothing gets lost.
Scanning and optical character recognition (OCR) – We scan the documents at an agreed resolution (typically 300–400 dpi), carry out OCR, whereby the text is searchable, and we implement the labeling according to commonly agreed rules.
Classification, naming, and metadata – The rules can be simple (date + topic) or advanced (project, customer, contract number, version). The goal is that the file is found by searching precisely with the logic that is used in your organization.
Delivery and deployment – The material is delivered either as a protected transfer, to the customer's project bank, to the cloud, or to a separately agreed network drive. We ensure that the materials integrate into everyday life – not just end up in "a new archive."
Follow-up actions: return or data-secure destruction – The papers can be returned in order or destroyed data-securely. We document the destruction.
Also get to know the service packages and additional services. There you'll find, among others, the HELPPO Archive Scanning and HELPPO Large-Format Scanning packages.
What can the scanning service include?
Companies' needs vary, so we build the service modularly. Typical elements:
- Archive scanning – contracts, folders, bookkeeping, minutes.
- Large-format scanning – CAD drawings, maps, and old plans.
- Scanning of forms and receipts – for financial administration automation.
- Digitization of historical materials – preserve decades of information in searchable form.
Archive scanning – a fast route to findable information
When the archive is in folders, finding the right version takes time. Archive scanning turns the whole thing transparent: into the same folder structure, clearly named, and searchable with OCR. Even if you start with one shelf meter, we recommend creating a naming and metadata convention right away – it pays itself back already in the first search situations.
Do you want a package in which the whole process is ready-thought-out? Read more on the topic of archive scanning.
Large-format scanning – when millimeters matter
For architects, designers, and maintenance, large-format scanning is critical. Drawings, floor plans, and diagrams must be brought into digital form in such a way that the measurement information doesn't suffer. We scan extensive rolls and sheets, straighten, combine, and name the material project-specifically, so that it fits directly into CAD or project bank use.
If necessary, we also handle printing – read more about Sokkeli Oy's CAD printing and copying as well as other printing services.
Data security and quality – a foundation we don't compromise on
Scanning is knowledge work. That's why data security is the priority at every stage:
- Delivery and secure reception – The customer delivers the material at an agreed time, pickup is also possible.
- Access control – only named handlers, role-based access rights.
- Encryption and secure data transfer – the material moves along protected channels.
- Backup and logging – events and versions are traceable.
In quality assurance we monitor the scanning parameters (dpi, color/grayscale/black-and-white), the order of pages, readability, the success of OCR, and compliance with the naming rules.
Naming, metadata, and searchability
After scanning, the most important thing is that the file is found immediately. This is ensured with clear naming and light metadata (search information). Even a simple model, such as 2025-03-15_ProjectName_Contract_V1.pdf, tells at a single glance what it's about: the date, what it relates to, the type of the document, and the version.
When needs grow, we add in metadata, such as customer, project, document type, and version. In that case the search works with ordinary words, the right version is found the same for everyone, and browsing through folders is left out.
File formats and delivery methods
- PDF/A for long-term preservation
- Searchable PDF with OCR for everyday use
- TIFF/PNG/JPEG for image-oriented needs
We deliver the material as agreed: a protected link, SFTP, the company's cloud service, project bank, or local server. If necessary, we also build a temporary folder structure, which can be transferred as such into production.
Scanning as part of the everyday workflow
Scanning is part of the everyday workflow, not a separate project. When the material is received centrally and scanned (OCR), it is immediately searchable and can be routed onward: invoices for approval, contracts for electronic signing, and project documents into the right folder structure. Everyone working works with the same, up-to-date version – without wandering through folders.
A company has shelf meters of folders in a separate space. First a mapping is done, then a clear naming model is agreed upon, and the material is scanned in stages. The finished whole is delivered as searchable (OCR), uniformly named, and into the folder structure in which the team already works. A possible end result: documents are found in seconds, space is freed up for other use, and the paper can be destroyed data-securely – from one project, a long-lasting benefit.
Costs – a clear and predictable model
Projects differ from one another, so we don't publish fixed prices. Instead, we estimate the whole and give a written, itemized quote before the start of the work – without hidden costs.
The main factors that affect the price:
- The amount of material (pages / shelf meters)
- The need for preparation (staples, sorting, separation)
- OCR and naming (searchability and model)
- Method and destination of delivery (protected transfer, cloud, project bank, etc.)
How we proceed:
- You tell us an estimate of the amount (pages or shelf meters) and the desired end result.
- We make a quick estimate and deliver an itemized quote.
- We start the work only after approval – you know in advance what the whole consists of.
Do you want a rough estimate? Tell us the shelf meters or the number of pages, and we'll draw up a quote. The service can also be carried out as an ongoing one (e.g., monthly scanning), in which case the pricing is agreed upon in advance and easy to budget.
Frequently asked questions
We have mixed papers in the same folder – does it matter?
It doesn't matter. The separation and naming are done according to an agreed model, so that the end result is logical and searchable.
Can we deliver the material ourselves?
Yes. Delivery is the primary method, and we acknowledge the batches upon reception. Pickup is arranged if necessary.
How is data security ensured?
Handling rights are limited, transfers are protected, and events are logged. The paper is returned in order or destroyed data-securely with documentation.
Ready to get started?
- Tell us briefly the amount of material (pages or shelf meters) and the desired end result.
- You'll receive a written, itemized quote before the start of the work.
- Deliver the material (or order a pickup) – we'll handle the scanning, OCR, and naming.
Request a quote or ask for a clarification – we'll respond quickly.
