Document Scanning - Doc Security

Product overview

Handling physical collections is a task that consumes time and energy from employees, resources that could be better utilized in less operational and more strategic activities.

Document digitization provides several benefits to organizations, whether public or private: freeing up physical space, speeding up information retrieval, 24/7 access to collections, and access control.

Doc Security has experience in document digitization, handling everything from cleaning to digitizing and organizing materials. We always adhere to the standards established by the Brazilian National Archives Council (CONARQ), respecting the organization’s legal identity and adapting processes according to internal routines.

Document Organization

All documents undergo screening to understand which papers should be digitized. This analysis is conducted according to archival methodology and also considers the client's business criteria.

Document Preservation

Cleaning the collection, removing all dust and dirt from the document's surface. In addition to cleaning, objects that could compromise information digitization, such as staples, adhesive tapes, and metal clips, are also removed.

OCR Technology

Optical Character Recognition (OCR) is a technique that allows conversion of an image file into a text file, enabling data to be searched and edited on mobile devices.

Quality Control

All images are scanned at 300 dpi (dots per inch) and in the original size, ensuring that the digital version has good resolution on any screen. All documents are provided in PDF format, allowing their use on any machine.

Web Platform

Using a web-based system allows access to the entire document repository at any time and from anywhere with an internet connection, avoiding disruptions to activities due to issues with a physical server.

Electronic Signature

Implementation of electronic signature functionality, which can be linked with a Certification Authority (CA) related to the operating entity (for public entities) or an external certification authority to create and validate documents.

Process Mapping

We map out the entire document flow containing personal information of clients and employees. With this data, we create a diagnosis and develop an action plan to adjust internal data handling processes.

Auditable Results

A document management system (DMS) digitizes document processes following archival quality standards and information security protocols. This facilitates information verification during audits.

Personal Data Security

Our analysis identifies all potential information security flaws and, based on this data, creates a plan to minimize risks, implementing controls to strengthen document handling security and the use of web systems.

Why Choose Doc Security for Document Digitization Service?

Our solutions are developed using rigorous and agile methodologies:

Specialized software for document management
We have a platform developed specifically to handle all demands in the document management area. Ensuring work is done with precision and in accordance with archival norms and data security and privacy laws.
Custom Archival Production
Our team immerses itself in the client’s environment, understanding both their legal identity and local processes, adapting the production of instruments to fit the site’s reality and ensure practical usage.
Use of international methodologies
In addition to complying with CONARQ standards and regulatory agencies, we also adopt classification standards created by international norms, such as ISO 15489 and ISO 30300.
Technical Reference
With over 20 years in document management, we have an archival team specialized in producing archival instruments for public and private entities across different sectors.
Process Automation
We specialize in developing mapping and task automation processes, creating workflows that respect internal routines and regulatory agency norms when applicable.
Accelerated Implementation
Our work model prioritizes continuous execution, delivering results from the outset of our collaboration.