Digital document archiving

Optimize your business processes with digitally archived documents.

Over time important business documents, such as letters, contracts or project documentation, can reach significant volumes and take up precious and expensive storage space. Moreover manually searching for relevant data can consume untold amount of employees’ time. ABBYY Solution helps organizations to save on facility costs, reduce working hours and significantly speed up business processes by converting business documents into digital records that can be electronically archived, efficiently managed and easily accessed.

ABBYY solution automatically converts all correspondence, printed files, emails, office documents or fax letters and turning them into digital documents, such as MRC-compressed, searchable and indexed PDFs or PDF/A-files. Suitable for long-term archiving the files are small in size with high visual quality. They are easily readable on different electronic devices, easily accessible from remote locations and can be centrally archived in digital libraries, electronic archives or in Document Management Systems. This quick, “anywhere” access to digitally stored business documents (with defined access rights) can significantly speed up internal processes and increase the efficiency of any company. 

Benefits of using digitized documents

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Efficient document management

Digitised and indexed documents can be exported to a Document Management System and automatically stored in the relevant digital libraries, where their usage is tracked, documented and managed.

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Easy re-use of printed text

Originally printed content can be edited and re-used in Microsoft® Word or Excel® when it is turned into editable text. Conversion of paper documents into editable formats saves work spent on re-typing and re-creating documents.

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Finding the right document – quickly and easily

Documents containing suitable keywords in the text or appropriate information in the meta data can be detected by electronic search systems and displayed within seconds. There is no tiring manual search for relevant information through each individual page.

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Access to documents – at any time from any place

Digital documents can be electronically retrieved from a central repository at any time and quickly distributed by e-mail, replacing physical copying or time-consuming forwarding of printed copies.

Usage scenarios

Scanning service providers

  • Digitize mid- to high volumes of scanned documents (TIFF, JPEG) within short timeframes.
  • Trigger simultaneous document processing and PDF conversion processes for different customers on the same server.
  • Deliver searchable documents in a wide range formats and in more than 190 languages using intelligent recognition technologies from ABBYY.

Banks and insurers

  • Preserve all relevant documents in PDF or PDF/A format for long-term archiving and find them within seconds.
  • Transaction-related data can be made transparent and visible via powerful entity extraction features – enabling look-ups for money, time, organizations, locations and persons.

Law firms and legal departments

  • Store all case-related documents, contracts and faxes as searchable PDFs.
  • Quickly find documents and citations using tags and intelligent search.
  • Easily find key entities including persons, locations, organizations, time and money for e-discovery.

Other organizations

  • Streamline communications by digitizing incoming correspondence such as faxes and letters.
  • Recognize and convert construction plans and drawings for easy storage, sharing and updating.
  • Convert books, library collections and university archives to provide public access worldwide via the Web.

What our customers say

“We needed an OCR solution that would comfortably handle a multitude of file types. ABBYY was compared to our incumbent OCR product, as well as alternatives from competing vendors that we had not tested before. ABBYY was found to be head and shoulders above the competition in terms of ease of use, accuracy and conversion and processing speed.”

Alan Price,
RWS Group Technical Manager

Automated document capture and processing for digital archiving: four easy steps

ABBYY advanced OCR solution for fully automated mass document capture and PDF-conversion, enables you to transform large volumes of business documents into electronic formats suitable for long-term digital archiving and records management within the shortest time frame. The solution is quickly installed within your IT infrastructure, can easily process several hundreds of pages per minute or millions of files per month, and turn them into searchable PDF and PDF/A files.

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Customer stories

 SEMA Group

All Historic Hansard original records successfully digitized, classified, validated and ingested into ParlInfo web site in SEMA Group digitization project.

AOK

Germany’s largest public health insurer, AOK, digitises its legal department’s documents and vastly improves its case management and customer service.

Norton Rose

Legal giant centralizes document digitization with ABBYY server-based solution for document conversion to digital file formats.

Related product

Learn more about ABBYY products that power ABBYY’s solution for digital document archiving.

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