Service

Document Imaging & Digitisation Services

Convert paper records into secure, searchable digital assets.

Scalable conversion for active and archived records

SYSB delivers one-time bulk digitisation and ongoing intake arrangements, from small file sets to multi-location, high-volume projects. Source material is assessed before processing, with fragile or unusual originals handled under an agreed method.

What We Digitise

Loose sheets and correspondence
Bound files, ledgers and registers
Technical drawings and large-format documents
Contracts, invoices and financial records
HR and personnel files
Government and regulatory archives

Output Specifications

Defined before production begins

File Formats

Searchable PDF with OCR or single/multi-page TIFF.

Image Quality

Minimum 300 dpi; black and white, grayscale or colour; duplex scanning as standard.

Structure & Metadata

Client-defined naming, folders and index fields such as type, reference, department and date.

Our 8-Step Process

Control points from collection to reassembly

Collection of Cartons

Documents are collected under a signed handover and logged against an agreed batch reference.

Document Preparation

Staples, clips and bindings are removed; damaged or faint originals are flagged.

Document Scanning

High-speed duplex scanning is completed to the agreed resolution, colour and file specification.

Image Quality Check

Images are de-skewed, rotated and checked for clarity, completeness and page order.

Double-Key Indexing — Pass 1

Metadata is entered against agreed index fields by the first indexer.

Double-Key Indexing — Pass 2

An independent second pass verifies critical data and identifies entry differences.

Final Quality Assurance

Original hardcopy and digital output are reconciled; defects trigger rework or re-scanning.

Reassembly

Documents are restored, labelled and returned, stored or routed for destruction as instructed.

Our Process in Action

All Our Services

1. Collection of cartonsSigned handover between client and SYSB representative.

2. Document preparationRemoval of fasteners, page repair and batch preparation.

3. Document scanningProduction scanner and operator workstation.

4. Image quality checkOperator reviewing scanned pages on screen.

5–6. IndexingMetadata entry and independent verification.

7. Final quality assuranceHardcopy-to-image reconciliation and batch sign-off.

8. ReassemblyDocuments restored to folders, binders or cartons.

Secure deliveryEncrypted transfer, portable drive or EDMS upload.

Equipment & Technology

Production-grade capture capability

High-speed duplex scanning at up to 100 ppm / 200 ipm, with duty cycles of up to 45,000 pages per day. Capture software can support zonal OCR, barcode recognition, database lookups and double-key entry.

Business-card to large-format document support
Searchable PDF and TIFF output
Direct upload into client EDMS or ECM
Client-defined naming and metadata rules

Security & Confidentiality

Signed handover and batch-reference tracking
Access-controlled processing facilities
Confidentiality-trained staff
Originals returned or destroyed under instruction
Processing performed in Malaysia

Delivery Options

Secure cloud storage or file transfer
Encrypted portable drive
Direct upload to client EDMS, shared folder or system

Ready to digitise your records?

Discuss volume, document condition, indexing fields, timelines and delivery specifications.

Request a Digitisation Discussion

Service

Document Imaging & Digitisation Services

Convert paper records into secure, searchable digital assets.

Penukaran boleh skala untuk rekod aktif dan arkib

SYSB menyediakan pendigitalan pukal sekali sahaja dan pengambilan berterusan, daripada set fail kecil hingga projek volum tinggi di pelbagai lokasi. Bahan sumber dinilai sebelum diproses, manakala dokumen rapuh atau luar biasa dikendalikan mengikut kaedah yang dipersetujui.

Apa Yang Kami Digitalkan

Helaian longgar dan surat-menyurat
Fail berjilid, lejar dan daftar
Lukisan teknikal dan dokumen format besar
Kontrak, invois dan rekod kewangan
Fail sumber manusia dan kakitangan
Arkib kerajaan dan kawal selia

Document imaging service heroOperator handling prepared document batches beside a production scanner.

Spesifikasi Output

Ditentukan sebelum pengeluaran bermula

Format Fail

PDF boleh cari dengan OCR atau TIFF satu/berbilang halaman.

Kualiti Imej

Minimum 300 dpi; hitam putih, skala kelabu atau warna; pengimbasan dupleks sebagai standard.

Struktur & Metadata

Penamaan, folder dan medan indeks pelanggan seperti jenis, rujukan, jabatan dan tarikh.

Proses 8 Langkah

Titik kawalan daripada pengambilan hingga pemasangan semula

Pengambilan Kotak

Dokumen diambil melalui serahan bertandatangan dan direkodkan mengikut rujukan kelompok.

Persediaan Dokumen

Stapler, klip dan jilidan ditanggalkan; dokumen rosak atau pudar ditandakan.

Pengimbasan Dokumen

Pengimbasan dupleks berkelajuan tinggi dibuat mengikut resolusi, warna dan format dipersetujui.

Semakan Kualiti Imej

Imej diluruskan, diputar dan diperiksa dari segi kejelasan, kelengkapan serta susunan halaman.

Pengindeksan Dua Kunci — Pusingan 1

Metadata dimasukkan mengikut medan indeks yang dipersetujui oleh pengindeks pertama.

Pengindeksan Dua Kunci — Pusingan 2

Pusingan bebas kedua mengesahkan data kritikal dan mengenal pasti perbezaan kemasukan.

Jaminan Kualiti Akhir

Salinan fizikal dan output digital diselaraskan; kecacatan mencetuskan kerja semula atau imbasan semula.

Pemasangan Semula

Dokumen dipulihkan, dilabel dan dipulangkan, disimpan atau dimusnahkan mengikut arahan.

Proses Kami

Ruang foto untuk setiap peringkat