Documents Scanning, Digitization & DMS Software

Move Towards A Digital Environment

Physical documents aren’t going away anytime soon. Aside from all the ways we create and share information digitally, it’s estimated that 95% of corporate information exists on paper. Many organizations still rely on paper for payments, loans, insurance, transactions, customer service, records, and voting. With all that information recorded on paper, a huge chunk of our time is wasted on searching for files and preparing data. Around 19% of employees spend their time searching for information.

Working digitally allows your business to find and share information quickly, without the need for keeping file storage space or searching through boxes of files, reducing overhead expenses and real-estate costs. Digitizing your documents enables you to connect remote employees to your organization and maintain business continuity. By implementing automation into your document-driven workflows, your business will be able to improve throughput, save time, and significantly reduce labor.

About Us

As document scanning specialists, Essjay provide comprehensive electronic archiving solutions for a wide range of public & private sector organizations. Our scanning bureau is equipped with the latest industry-leading scanning equipment's, which produces fast, high-quality and cost-effective documents scanning service in Mumbai… India… across world digital transformation of your documents.

Our scanning & digitization service converts bulky paper documents into a convenient, space-saving electronic archive.

Our Document Management System (DMS) known as scanNplus is a software that lets you manage electronic documents quick & easy.

5000+

Customers

Over 5000 satisfied customers across India.

100+

Employees

Qualified, Experienced Technical Team included Service Engineers, Digitization's Experts. Software Engineers.

31+

Experience

We have 29 years of experience in providing customer service.

24 / 7

Service & Support

24/7 Hours Of Customer Service & Support

1 Vision

Certification & Recognition

Our Document Scanning

Our scanning services are carried through three steps - pre-scanning, scanning and post-scanning. Collection of documents. Document preparation. Scanning to PDF Format.

Your paper documents can be scanned at our India facility and the images indexed and delivered in any format via E-mail, FTP, USB Disk, DVD or Cloud services. We also have personnel and equipment ready to handle on-site projects in India. Backed by professional management, an efficient team of data conversion specialists and best business practices.

Our document scanning service is cost efficient, it takes up very little space, and it makes organizing and retrieving files quick and easy. Our scanning bureau is equipped with the latest industry-leading scanning equipment's, which produces clear, high-quality digital transformation of your documents.

Essjay provide comprehensive electronic archiving solutions for a wide range of public & private sector organizations.

Our Document Digitization

After the conversion of the paper documents into PDF format, digitization make it easier for you to search, access, retrieve and distribute the required information, by indexing, file conversion services using keyboarding, OCR, and double key entry techniques, helping you improve your organization's efficiency and output.

OCR: Optical Character Recognition, or OCR, is a technology that enables you to convert different types of documents, such as scanned paper documents, PDF files or images captured by a scanner into editable and searchable data.

We have developed automatic indexing software that guarantees your document digitization accuracy. Our document indexing is the process of associating information with a file or specific tag allowing it to be easily found and retrieved later. The Indexed information will then be programmed into a document management system, which helps users to easily access the data they require.

We consistently adhere to best practices and meet the highest standards for our industry. Our team members go through rigorous checks to protect customer confidentiality.

Document Digitization

Our Document Management System

Our scanning services are carried through three steps - pre-scanning, scanning and post-scanning. Collection of documents. Document preparation. Scanning to PDF Format. After the document scanning and digitization our award-winning scanNplus DMS system software used to store, track and manage the digital / electronic documents. It is a web-based software and complete office automation system that enables the users to automate all the business processes with absolute ease.

scannplus deliver some of the most diverse feature sets in the industry through simple and easy-to-use interfaces. Deploying scanNplus reduces your costs and drives efficiencies, leaving you and your end users satisfied.

scanNplus document management system is an evolving and customizable solution ideal for your organization's document management process. You can use ScanNplus DMS to enhance business processes at every level of the company. The system offers a layer of robust security and is perhaps the safest way of storing and managing documents and files.

Document Scanning, Digitization
Benefits & Features

Better Customer Service

If you have customers in more than one region, it’s hard to provide consistent customer service. Instead of having to print and mail bills, invoices statements and other items, document scanning lets you get important information to your clients much faster. Survey found it can take an average of 37 minutes to find one paper file. Document scanning streamlines file access across your organization. Files can be retrieved quickly and easily without having to leave your desk.

A Greener Planet

Document scanning isn’t just good for your business; it benefits the environment as well. According to the Paperless Project, the average office worker uses 10,000 sheets of paper every year. That’s a lot of trees! And even if a mere fraction of that paper ends up in the waste stream, it causes harm to the environment. Document scanning greatly reduces your business’ paper consumption for a greener planet. Now that you know the benefits of document scanning are too good to ignore, why wait any longer?

More Office Space

Using prime office real estate to store business records is costly. Scanning your documents frees up office space so it can be used to generate more revenue for your company. Thousands of files can be stored on a single server rather than taking up space in bulky file cabinets.

Improved Disaster Recovery

Paper documents are especially vulnerable to fires, floods and natural disasters. Fortunately, document scanning offers enhanced disaster recovery for your business. Digital images can be backed up to tape or hard drive or protected electronically with an e-vaulting solution.

Enhanced Information Preservation

If you have important historical documents, you want to preserve them for years to come. Unfortunately, the aging process accelerates every time they’re handled. Document scanning is the “last touch” solution that lets you protect important information from physical deterioration with the added benefit of improving the legibility of old hardcopy records.

Better Data Security

Protecting hard copy information is difficult at best. Scanned documents can be encrypted, password protected, and securely stored in the cloud. You can assign access levels to specific users and track all file activity.

Improved Staff Collaboration

Document scanning makes it easy to share documents and collaborate on projects without having to reproduce information on paper. Staff in multiple locations can access and view electronic documents simultaneously.

Audit Compliance

Compliance is a reality for most businesses. Document scanning makes it easier for your company to fulfill its legal and regulatory obligations. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.

Less Paper Clutter

Clutter kills productivity. Paper clutter doesn’t have to be the norm in your office. Document scanning prevents excess paper from building up in the first place so your employees can be as productive as possible.

Scanning and Digitization Services

1 Outsourcing Document Scanning Service:

We collect your documents form your site and transport them to our secure depot to be converted into digital files. If you need a file urgently at this point, we’ll locate it, scan it and email it to you, or arrange to return the hard copy. Alternatively, “ScanNplus" our document management system lets you scan documents straight into our system from your site or office. Once the documents have been scanned, digital files are returned via a password-protected disk, hard drive or securely hosted online, meaning you can access the information at any time, from anywhere in the world. If required, we will safely destroy the original documents and issue a certificate of destruction. Alternatively, we will keep the original paper documents in our secure archive. Or resend the original documents to back at your office.

2 Onsite Document Scanning Service:

Our on-site scanning service is ideal to handle confidential documents that can’t send outside for the security reasons. In these instances, the entire project will be carried out on your site. We’ll install high-speed scanners and documents will be prepared, scanned, quality checked and, if required, confidentially destroyed on site. When we setup for on-site scanning at your location, our professional team will quickly and seamlessly assemble a scanning environment utilizing the same professional equipment and workstations used at our own conversion center. Depending on the scale of your project, we’ll be up and running in full production mode within a day or two.

3 Scan On-Demand Scanning Services:

Our on-demand scanning service is an excellent and cost-effective way to manage documentation. On-demand scanning service works on a pay-as-you-go basis. We store your physical document at our warehouse. If you need any documents urgently, we shall digitalize the documents and email the link for your access.

This service keep digitalization cost to a minimum, while giving you as much as little access to your documents as you need. As the physical documents are securely stored at our warehouse, you get the same space (physical) saving benefits by digitalizing 100% of your documents just for a fraction of the cost. Our simple online ordering facility means a document can be retrieved, scanned and made available to you within minutes.

4 Day to Day Onsite Scanning Service:

Our on-going daily onsite scanning service is capable to handle all kind of documents with perspective of confidentiality & security. In such instances, the entire project will be carried out at the client premises. This will allow you to restrict the use of external equipment and system at your premises to maintain security aspects. In such instance our Day-to-Day service can be utilized for digitalizing and uploading your document onto our portal/cloud.

Our experienced scanning operators will attend your office on daily basis to fulfil entire digitization process under your control. Our experienced project managers will work with you to create cost-effective solution.

Our Document Scanning Process

Collection Of Documents

Collection of documents for scanning for most projects is our own transport and staff. The collection is usually done with existing archive boxes or archive boxes that we provide. Every box is labelled with a unique job and box number. The labels are kept anonymous for security reasons. We offer a FREE collection service via our secure tracked vehicles by our own staffs.

Data Preparation And Barcode Generation

Often clients can provide us with a list of files from, for example, their HR management system. We can use this data to generate a barcode for each file. Each barcode is then placed with each file. This then keeps the files traceable; we will know what box each file is in. Each file is now a unique record in our database. This data is then used later in the process to run a 100% File Present Verification Process.

Document Preparation

Before documents are scanned, all the staples, paper clips and bindings need to be removed. Pages are straightened, aligned, rotated and gathered up into batches ready for the scanner. This is a very manual process and is often combined with inserting the barcodes.

Scanning Of Documents

The documents are now ready for scanning. We have several scanners, mainly Kodak / Fujitsu scanners ensuring highest quality images are captured. We generally use midrange document scanners. This gives us a chance to constantly monitor the quality of the output and deal with any paper jams and multi-feeds. Our operators watch every document through the scanner meaning a real time quality control process is always in effect.

Barcode Separation

Here our software will search for barcodes and each time the software finds a valid barcode on a scanned document, it will split the scanned file, and name the file with the barcode number. The barcode number is usually the unique record ID from our database.

Indexing Of Scanned Documents

The index is usually complete at this point. The barcode is linked back to the database, so we know exactly what the file is. Some projects where data is not provided in advance can be indexed from the scanned document and the database entry made at this point.

Quality Control

During the scanning process our operators constantly monitor the images that are being created. Our midrange scanners provide enough time for this process. Random statistical quality controls are also in place to check batches of documents, in the event of a failure, batches being rescanned.

100% File Present Verification Process

Here we can now run queries on the scanned files that have been created and relate this data back to the original index information that was provided. Discrepancies are investigated and reported.

OCR Optical Character Recognition Process

Most of the work that we return is PDF these days. A PDF can contain searchable OCR text, which can be searched upon, or extracted and used within a Document Management System. This is the process that OCR processes the raw scanned files and creates a searchable PDF, or a separate text file in the case of files that cannot contain text, such as TIFF or JPEG scanned files.

Output To Specified Specification

Every project if different. Some require a scanned document to be returned in a Windows folder structure, some will require a separate index file, such as a CSV, Excel, Access database. At this point our processes are designed for the clients specific requirements, the scanned file format, TIFF, PDF, PDF/A, and the formatting of the file names and index formats are produced at this point.

Data Uploading

Scanned images are delivered back to you on a HDD or uploaded into either our own cloud hosted system or into your own database / EDM. Alternatively, “ScanNplus" our document management system lets you scan documents straight into our system from your site or office. Once the documents have been scanned, digital files are returned via a password-protected disk, hard drive or securely hosted online, meaning you can access the information at any time, from anywhere in the world. If required, all data should be encrypted to AES 256 standards.

Data Uploading

Once you are happy you need your paperwork is Securely deliver the documents back to you.

Securely store the documents in a purpose build warehouse.

Securely shredded, pulped and recycled. A certificate of destruction is then issued.

Our Specialty Document Scanning Services

In addition to standard documents, there are a variety of specialty document scanning services that are available. Some of the most common services include:

Our Specialty Document Scanning Services

OCR Scanning

We use a variety of OCR scanning and conversion packages, each having its own strengths for different types of documents. We can handle OCR conversion projects of any complexity and deliver results in alignment with the accuracy rate you require.

Bulk Document Scanning / Mass Document Scanning

Essjay offers bulk document scanning services to companies throughout the India. We are fully equipped to handle any type of document scanning projects and convert them into any desired image format.

A0 Scanning

We can deal with large volumes of A0 Drawings, A2 Drawings and CAD Drawings. Our team of experienced operatives can prepare, scan and output your A0, A1, A2 drawings, documents and plans to an excellent quality digital image.

Legal Document Scanning

We scan case files and legal documents of various types including:
Our nationwide network can scale to the requirements of any-sized law firm. Let Essjay help you to scan, label, index, store, and retrieve files more efficiently.

Old Photo Scanning

We experts in digitizing the old photos. Photos are scanned into 300 or 600 dpi JPEG files. Our scanned photos are ideal for viewing, sharing, or making similar sized reprints. When we convert your photos to digital format, you can assure that your legacy is protected.

Destructive Book Scanning

Destructive book scanning will remove the binding from your book by our experience book binding team and is scanned page by page ensuring the highest quality image scans and character recognition. we do new binding as you required or recycle the books.

Microfilm & Microfiche Scanning

State-of-the-art imaging equipment to quickly capture images of data stored on microfilm and microfiche and convert this information into readable, searchable, digital files. we index it with 100% accuracy guaranteed.

Non-Destructive Book Scanning

Non-destructive book scanning is the process in which physical books are scanned to digital file formats without removing the back of the spine or destroying it. We use top of the line technology to quickly and safely digitize your books.

A3 Document Scanning

We can deal with large volumes of A3 paperwork. Our team of experienced operatives can prepare, scan and output your A3 drawings, documents and plans to an excellent quality digital image.

Large Format Scanning Service

We are happy to provide your company a large format scanning services utilizing some of the most efficient as well as technically advanced facilities in India. Essjay maintains a fleet of high-speed large format scanners capable of scanning thousands of images per day.

PDF Scanning

PDF format is widely accepted electronic format. PDF format is easy to search, access and distribute, So most of the documents scanned and converter into a PDF format. We can convert scanned files to many more in a wide range of digital formats..

Medical Records Scanning

Our Scanning Services help Practices, Hospitals, and Clinics add paper-based Patient Charts to Electronic Medical Record (EMR). Several medical establishments trust us with the scanning and management of documents that contain highly-sensitive information. We guarantee full confidentiality.

Associated Services

  • Document Management Software
  • Document Scanner Supplies & Leasing
  • Document Shredding Services
  • Data Entry Services
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