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Digitizing administration

Administration produces all kinds of papers and archives. Receipts, declarations, and correspondence are just a few examples. An administrative archive can quickly become large and confusing. We offer a solution for this. The solution for a clear, digital administration is document digitisation.

The digitalization of archives

1Inventory
2Project plan
3Execution
4Post-processing

1Inventory

Before we start the digitization process, we inventory the collection. We discuss the wishes and requirements in detail. We involve our specialists in the process, all of whom provide their input based on their respective disciplines.

2Project plan

After making inventory, we draw up a project plan tailored to the project at hand. Each project is different and so is every project plan. This will be done in consultation with the client.

3Execution

After the approval of both parties, we will start digitizing. GMS supervises the digitization by doing either a random check or a 1:1 check. GMS has developed an integrated checking procedure to prevent the occurrence of digitization errors.

4Post-processing

The digitized files will be edited and incorporated in a report according to the wishes and requirements of the client. The source materials will be returned on the agreed-upon date together with the digitized files.

GMS is a specialist in the field of digitization. Digitizing administration involves more than just scanning your archive. It also deals with the transition from analogue to digital working. GMS takes care of the digitization for your organisation.

Together with you, we look at the correct format for your archive. It is important to us to understand how an administrative archive fits into your organisation and how you can really benefit from it.

Structure

An administrative archive contains a lot of diverse information. GMS can clean up these archives prior to digitization. It is possible that this means we need to remove documents that may be legally destroyed from the files.

After this cleaning process, GMS removes the binders and other extraneous materials. Then we add barcode sheets where necessary to ensure the correct structure. This is how we prevent human error.

When cleaning archives, the focus must be on the confidentiality of information. Confidentiality of information is essential. Your records contain information that should not be exposed. For this reason, GMS is ISO 27001 certified.

Diversity

GMS is able to clean up your archives prior to digitization. This may mean that we remove documents from the file which may be legally destroyed. In doing so, the cleaning of archives must focus on the confidentiality of the information.

After this cleaning, GMS removes the binders and other extraneous materials. Then we add barcode sheets where necessary to ensure the correct structure. Would you like to discuss the digitization of your administrative archive? Let us know!