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The organisation of business documents is now almost 100% digital.
It makes sense because, in a digital archive, your records can be found very quickly and easily.
However, digitising paper documents can be a time-consuming task.
That is why we are happy to take over that task from you.
From administration and invoices to personnel files, we scan all your business files and make them available to you via a channel of your choice.
For example, you can use Merak Archive Online , our highly secure digital archive where you can access your files in a user-friendly way.
Great for home workers, and you'll be freeing up a lot of space in the office!
A good start ensures smooth running.
In preparation for your scanning project, we will consult you in advance about some practical details such as:
- What is the envisaged delivery period?
- What are the expectations around scan quality?
- Do you want a colour or black and white scan?
- What happens to the originals?
- How do we index your digital images?
- ...
Do you have specific needs or a larger project? Then we'll discuss everything with you first. When our action plan is ready, we can get started.
Preparation
Staples, paper clips and post-its need to be removed. This will prevent the scanner from blocking. In addition, each document or file must be accompanied by a cover sheet. As a result, the scanning software 'knows' when a new digital document needs to be created.
Making your documents 'ready to scan' therefore requires a series of small but time-consuming, manual actions. We are happy to take over those tasks from you. We can also lend a hand when packing the archives. During the start-up phase, we will discuss the exact division of tasks with you.
Packing and collecting your documents.
We'll send you all the tools you need to pack your archive. In your own boxes or in Merak archive boxes.
Hulp nodig? Need help? Then we're happy to lend a hand. The barcodes you get from us are stuck onto the boxes. The codes are used to link the box, the customer and the inventory (content list).
Our driver will scan every box affixed with a barcode upon pickup. From that moment onwards, your archive will always be traceable in our central database. Then our driver can take your documents to our scanning centre. Our drivers are trained to follow all procedures closely. To completely rule out abuse, our vehicles are equipped with communication, navigation and tracking systems.
Merak digitises all formats.
Documents:
The state-of-the-art scanners process over 200 documents per minute. They handle paper of different sizes at the same time and carefully monitor the flow with detectors.
Books:
We can scan books up to an A2 format. (open book) Your books do not need to be taken apart and thus remain completely intact. For this, we use a professional book scanner with smart software (LIMB) that optimises the scans and thus ensures high quality images.
Plans:
With our professional plan scanner and accompanying software, we scan your plans (up to A0) without any problem. All scans are performed according to the features discussed: resolution, colour,...
Triple quality control:
1. Settings check
The computer automatically checks that the settings match the scanning application.
2. Visual check for scan quality
A supervisor samples and checks the scans for readability and scan quality.
3. Visual check for indexes
An employee checks that the indexes have been given the correct naming convention.
The images will not be delivered until these three checks are positive.
Delivery
Once everything has been digitised and checked, you will receive the scans as agreed. On USB, hard drive, FTP or via the digital archive tool Merak Archive Online.
What happens to the originals? This is also discussed during the start-up phase. There are three options:
- Having Merak store them for you Learn more about archiving paper documents?
- Having them destroyed by Merak. Merak stores the papers for the first 90 days (free of charge). 30 days before the end of these 90 days, you will receive a summary of the documents to be destroyed. You will provide us with a signed confirmation for destruction.
- Having them returned to you by Merak Do you want the digitised documents to be sent back to you? Then we will store them neatly in the original box and return them to you according to the Merak security measures.
Has everything been destroyed? You will then receive confirmation of this destruction within 60 working days.
Or, you can pick them up yourself at Merak's.
Fast and efficient consultation
Perfect readability
Scanning of all materials and formats
Guaranteed discretion and security
Digitise all your paper documents quickly, easily and 100% securely.
Easy digitisation
We scan and digitise all documents, books, handwritten notes, plans or files... page by page. Our equipment can handle any size. From business cards to A0 plans. For books and minutes of meetings, we work with a professional book scanner. It takes a picture of every page. And your originals remain intact.
Secure digitisation
A triple quality control on our scanning projects eliminates errors.
The benefits of digitisation?
All your documents can be accessed quickly and easily. Also opting for our Merak Archive Online? Then you also make it possible for home workers to consult records 24/7 by granting them read or write rights. This digital archive ensures your information is kept secure and anonymous.
Your documents remain traceable at any time
Thanks to our advanced scanning procedures, all your collected boxes end up in our digital follow-up system. This gives a supervisor an online overview of the status (preparation, scanning, indexing, etc.) at a glance. A full audit trail is available on request per box.
Triple quality control
1. Settings check
2. Visual check for scan quality
3. Visual check for indexes
The images are only made available in the delivery tool after a positive validation of the three checks.
T Soet 31/12/2020
5/5
The best
Lieve Van Milleghem 10/04/2024
5/5
Goeie communicatie voor afspraak. Vriendelijke mensen. De chauffeur ging heel respectvol om met de documenten en hij was heel behulpzaam. Dank u!
Nele Bruggeman 12/10/2019
4/5
Heel vriendelijke mensen en snelle service. 1 klein minpuntje is dat het containertje dat er was veel te weinig was om alles in te laden. De overschot moest allemaal nog in doosjes gestopt worden wat heel tijdrovend was voor zowel de medewerker als onszelf.
Kim C. 07/04/2022
5/5
Super vriendelijke service van Leslie! En snel! Dit is de 2e keer dat ik op hen beroep doe en ik zal hen in de toekomst, wanneer nodig, zeker opnieuw contacteren.
