Turn your paper archive into a searchable, usable knowledge base
We visit your archive sites and repositories, inventory the documents and assess their condition and volume, then classify, prepare, scan, and quality-check them. We extract text and metadata, link every document to its original paper location, and import the content into Mstnd — turning it into an organized digital archive that is searchable, processable, and ready to use.
We don't just turn paper into images. We turn it into information your organization can reach and use.
What is the document scanning and digitization service?
Document scanning and digitization is a complete process that begins with inventorying, classifying, and preparing the paper archive, then scanning it and quality-checking the resulting files, extracting text through OCR, adding metadata and indexing, linking documents to their original paper locations, and importing them into a document management system so they become searchable, retrievable, shareable, and processable.
What's the difference between scanning and digitization?
Scanning produces a digital image of a page. Digitization goes further, turning that image into an organized document with searchable text, metadata, classification, location, permissions, and context that can be used within your operations. That's why an organization can hold thousands of PDF files and still not have a real digital archive — unless those files are indexed, accessible, and usable.
From hard-to-reach boxes to institutional knowledge
Paper documents are valuable assets, but their value stays frozen inside the boxes until they are digitized, indexed, and made accessible.
Keeping the paper doesn't mean you're benefiting from it
Your documents may be valuable legal, financial, operational, and historical assets, but keeping them alone isn't enough. If you need an old contract, letter, invoice, or employee file and don't know which repository, shelf, or box it's in — or you can't search within its content — the asset exists, yet its practical value is nearly inaccessible. Organized digitization preserves the asset, reveals its content, pinpoints its location, links it to its context, and makes it available to authorized people when needed.
Be ready before the document is requested
Organized digitization helps your organization know what documents it holds, where they are, who is allowed to access them, and how to retrieve them quickly when needed — so your documents stay ready to access, share, and audit at any time.
A complete service, from the site visit to putting knowledge to work
The service isn't just about photographing paper; we cover the document's entire journey, from its paper location to becoming intelligent content inside Mstnd.
Site visit and archive assessment
We visit repositories, archive rooms, offices, and cabinets to understand the types of documents, their arrangement, condition, confidentiality levels, and readiness for scanning.
Volume inventory and scope estimation
We estimate volumes according to the nature of the archive (boxes, files, folders, pages, and sizes) and clarify the work required at each stage.
Building the classification and indexing structure
We agree with you on the organization method before full processing: departments, types, years, projects, reference numbers, and confidentiality levels.
Controlling document movement and interim storage
We manage the movement of files from their original location through preparation, scanning, and review stages in a way that preserves their sequence and reduces the chance of loss or mix-ups.
Classification, coding, and ordering
We sort and code the documents, order the pages, and handle cases of mixing, duplication, or missing items within a clear record that links every original to its digital copy.
Scanning and quality control
We produce clear digital copies according to the agreed quality and format, review completeness, clarity, and orientation, and reprocess any files that aren't up to standard.
OCR and field extraction
We extract Arabic and English text so it becomes searchable, and capture required fields such as numbers, dates, parties, and amounts.
Metadata and physical-location linking
We add data to each document that gives it context (type, number, date, owner, classification, and status), and link the digital copy to the location of the paper original.
Importing into Mstnd and putting knowledge to work
We upload the content within the agreed folders, classifications, and permissions, so the archive becomes searchable, shareable, processable, and ready to answer questions.
From the repository to Mstnd in ten connected stages
Survey and inventory
Knowing what exists, where it is, how large it is, what condition it's in, and how sensitive it is.
Classification and processing plan
Defining document types, their structure, the data to be captured, and the level of quality and review.
Receiving, coding, and preparation
Controlling batches and linking them to their locations, arranging materials, and preparing them for scanning without losing their sequence.
Scanning
Converting pages into clear digital files in the appropriate format and quality.
Quality control
Reviewing completeness, clarity, and ordering, and correcting or reprocessing any files that aren't up to standard.
OCR and data extraction
Converting images into searchable text and extracting the required fields and values from the documents.
Indexing and physical locations
Adding metadata and classifications and linking the digital copy to the location of its paper original.
Importing and activation inside Mstnd
Uploading the content within the structure and permissions, and making it available for search, sharing, archiving, and processing.
Activating institutional knowledge
Using the archive's content for smart search, asking questions, and preparing reports instead of going back to the boxes.
Closing the paper-asset cycle
Returning the assets to their locations, reorganizing them, or moving them to approved storage according to the organization's decision and retention periods.
Know where the document is, digitally and physically
Digitization doesn't sever the link between the system and the paper original. Mstnd brings together in a single record the digital copy, extracted text, metadata, classification, owner, status, and the location of the paper original.
The paper original's location sequence
- Contract number
- C-2024-0186
- Contract date
- 2024-03-12
- Parties
- The organization · Approved supplier
- Owning department
- Procurement Department
- Confidentiality level
- Confidential
- Paper original location
- Riyadh, Admin Building, Warehouse 2, Zone B, Shelf 14, Box 36, File 8
From a silent PDF to institutional knowledge
A scanned PDF preserves the shape of the page, but it doesn't guarantee access to the information inside it. The value appears when these come together:
Then an authorized employee can ask their archive:
Why is organized digitization worth it?
Reaching the information instead of searching for the box
Users search within the content and data instead of moving between repositories and shelves.
Preserving knowledge when staff change
Knowing where documents are and what they're called no longer depends on a single employee or a team's memory that may change.
Reducing reliance on circulating the originals
The digital copy is used in daily work, while the original stays in its place and is moved only when needed and authorized.
Stronger readiness for auditing and review
Organization, indexing, and fast retrieval help you present the requested documents and know their context and location on demand.
Protecting the archive from a single point of failure
An organized digital copy reduces total reliance on a single physical place, while backup and protection remain part of managing the system.
Putting content to work in operations
Documents are used in sharing, approvals, workflows, reports, and smart search instead of sitting outside the work cycle.
Readiness that supports document management requirements
For entities subject to the Documents & Records Law, the digitization service and Mstnd help translate the requirements for preserving, indexing, classifying, and quickly accessing documents into a more manageable archive:
Who do we serve?
Government entities
Digitizing transactions, decisions, correspondence, and records with support for classification, indexing, retention periods, and controlled access according to the entity's requirements.
Large companies and groups
Converting repositories of contracts, procurement, finance, HR, and projects into a central archive accessible across departments and permissions.
The legal sector
Organizing case files, contracts, memos, and attachments, and linking documents to parties, numbers, and dates with faster access to information.
The healthcare sector
Digitizing administrative and medical records within the confidentiality, permissions, and retention requirements approved for the organization and the sector.
Construction and projects
Indexing drawings, correspondence, contracts, payment certificates, change orders, and meeting minutes, and linking them to the project, phase, and party.
Education
Digitizing student and staff files, decisions, and academic and administrative records, and enabling organized search and retrieval.
What does the entity receive at the end of the project?
Depending on the agreed project scope, the deliverables may include:
Why does the service start with an assessment visit?
A large digitization project can't be priced accurately based on the number of boxes alone. Cost and duration are affected by factors such as:
Frequently asked questions about scanning and digitization
Is the service just converting paper into PDF?
No. Converting paper into PDF is only one stage. The service includes inventory, classification, preparation, scanning, quality control, OCR, data extraction, indexing, adding metadata, and physical-location linking — then importing into Mstnd.
Can I search within the files after scanning?
Yes. When OCR is applied to suitable files, the text becomes searchable. Documents can also be reached through metadata such as number, date, type, department, and project.
Does OCR support Arabic text?
Yes. The service extracts Arabic and English text from scanned documents and turns it into content that is searchable and processable inside Mstnd.
Can numbers, amounts, and dates be extracted?
Yes. Fields such as numbers, dates, amounts, party names, and contract and invoice numbers can be defined for extraction or review within the project's scope.
What happens to the paper documents after they're digitized?
The documents can be returned to their locations, reorganized and linked to their locations inside Mstnd, moved to approved storage, or handled according to the entity's approved retention policy.
Can I find where the paper original is from within Mstnd?
Yes. Physical-location data is recorded within the repository, shelf, box, and file sequence, so the digital copy is linked to the location of the paper original.
Are the files uploaded into Mstnd?
Yes. Files are imported within the agreed structure, classifications, metadata, and permissions, so they become part of the document management system instead of sitting in a separate folder.
Can I query the archive and search it by meaning?
Yes. After text is extracted and the documents are organized inside Mstnd, you can benefit from search by keyword, description, and meaning, and ask questions of the content available to the user according to their permissions.
Does the service support your organization's readiness for document management requirements?
Yes. The service helps entities with inventory, classification, indexing, fast retrieval, controlled circulation, linking retention periods to documents, applying permissions and tracking, and managing physical and digital locations in an organized way that supports the requirements of the National Center for Archives & Records (NCAR).
How long does digitization take, and how is the cost calculated?
Duration and cost depend on the volumes, the condition of the files, the level of preparation, the scanning and OCR quality, the fields to be extracted and reviewed, the execution location, and the storage and import requirements. That's why large projects begin with an assessment visit and an initial inventory.
Your organization's archive isn't just old paper
Inside it are contracts, decisions, correspondence, rights, expertise, and knowledge accumulated over the years. We help you inventory, digitize, and index it, turning it into organized content you can access, search, and put to use inside Mstnd.