Bulk Document Scanning Services in Nairobi and across Kenya
We turn rooms of paper files into searchable digital records. Our team brings production scanners to your office, scans your backlog on site, indexes every page and loads it into your document management system. Your files never leave the building.
Why clients choose us
- Scanned on your premisesYour files stay in your building throughout.
- Every page indexed and checkedSearch by name, number or date from day one.
- Loaded into your systemStraight into our EDMS or exported for yours.
- 3 million+ pages scannedFor Kenyan organisations since 2016.
Scanning projects we have completed
- Commission for University Education
- Kenya National Commission on Human Rights
- Oshwal College
- Tullow Oil
- IntraHealth International
- Image Plus Limited
- Green Wells Energies
- Ainushamsi Energy
Together that is more than 3 million pages for Kenyan organisations, from student and staff records to case files and company archives. See our projects page.
What we scan
- Staff and HR files
- Customer, member and loan files
- Student and exam records
- Invoices, receipts and accounts records
- Contracts, title deeds and legal files
- Board papers, minutes and registers
- Medical and case files
How our backlog scanning works
- Survey and sampleWe look at your files, count the volume and scan a sample so you can check the quality.
- ReceivingFiles are logged in, box by box, so every folder is accounted for.
- PreparationStaples, pins and tags are removed and torn pages are repaired.
- ScanningProduction scanners running Kofax Express capture each page at the right resolution for its type.
- Image clean-upPages are straightened, blank pages removed and faint text made readable.
- IndexingEach document is tagged with the fields you choose, such as file number, name, ID number or date.
- Quality checkA second person checks images and index data against the paper before sign-off.
- Re-assembly and returnPapers are stapled back in their original order and returned to your boxes.
- LoadingImages and index data go straight into our EDMS, or are exported for your own system.
Our own backlog tool, IBBSS, tracks every batch from receiving to loading, so you can see progress at any time.
Secure and confidential
Scanning happens on your premises, under your supervision. Nothing is taken off site. Every batch is logged, every page is checked and you receive a record of what was scanned, when and by whom. This matters for personal data under the Data Protection Act, 2019.
What you receive
- Searchable PDF files, with text readable by computer (OCR)
- PDF/A for long-term archiving, or TIFF and JPEG if your system needs them
- Index data in XML or CSV, ready to import
- Or everything loaded straight into our EDMS, ready to search on day one
Daily scanning after the backlog
Once your old files are done, we set up scanners and scanning software at your front office or registry so new paper is captured the day it arrives. We have done this for the Commission for University Education, KNCHR and Victoria Commercial Bank.
Kofax Express scanning software →How scanning is priced
Scanning is priced per page. The rate depends on four things:
- the condition of the paper
- page sizes
- how many index fields you need
- how quickly you need it done
We give a fixed written quote after we survey your files and scan a sample, so there are no surprises.
Scanning questions
How long does a scanning project take?
It depends on the number of pages, their condition and how much indexing you need. After the survey we give you a schedule with weekly targets, and you can track progress as we go.
Do our files leave our premises?
No. We scan on site with our own equipment and staff. Your files stay in your building throughout.
What happens to the paper after scanning?
We re-staple each file in its original order and return it to its box. You then decide what to keep, archive or destroy under your own retention policy.
Can you scan into a system we already have?
Yes. We export images and index data in the format your system needs, or load directly into our EDMS or your existing document system.
Get a quote for your scanning project
Tell us roughly how many boxes or files you have and where they are. We will arrange a free survey.