Document Digitisation Services

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Bulk document scanning and Digitisation services

Convert paper records into searchable digital files—so you can find information fast, reduce risk, and reclaim valuable office space.

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Paper is slowing your business down

When critical information lives in filing cabinets, boxes, or legacy archives, it’s hard to find, share, and trust. Teams lose hours searching paper documents, business processes slow down, and confidential information is harder to secure and govern. For many organisations, paper records also increase compliance and audit risk—especially where medical records or long-term retention requirements apply.

CBS provides quality-accredited digitisation services and document scanning services that turn physical documents into structured, searchable digital files. Using high-speed scanning, indexing, and optical character recognition (OCR), we convert paper files into usable digital formats (including searchable PDFs) and align them with your document management needs—so information flows faster, governance improves, and your back office is ready for business process automation.

What our document scanning services include

We tailor document scanning services to your project scope—volume, record type, indexing depth, and system requirements.

Typical inclusions:

Secure collection and transportation of paper records and physical documents
Preparation: sorting, de-stapling, handling, and quality checks
High-speed document scanning and image capture at scale
Optical character recognition (OCR) to create searchable digital files
Indexing and metadata capture to support document management and retrieval
Outputs in the formats you need (PDF, searchable PDFs, and other digital format options)
Secure storage, return, or destruction of physical documents (based on business needs and compliance).

How bulk scanning works

1. Scope and prepare

We confirm document types, volume (pages), indexing rules, and any compliance requirements—particularly for medical records or regulated records.

2. Scan and capture

We digitise paper documents using professional equipment and controlled workflows to meet the highest standards and consistency.

3. OCR, index and validate

OCR turns content into searchable text. Indexing makes digital files easy to locate and use. Quality checks confirm accuracy and usability.

4. Deliver and integrate

We deliver digital files in the agreed digital format and structure them for your document management platform or business systems—so your teams can access what they need quickly and securely.

Digitise legacy records—fast, secure, searchable

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What you get in the first 30 days

In the first month, we focus on clarity, control, and a reliable workflow you can scale.

You’ll receive:

A confirmed scope (document types, volume, indexing approach, formats)
A secure handling plan for the transportation and custody of paper records
A digitisation workflow with quality checkpoints (including OCR and indexing rules)
A delivery plan for digital files (PDF and other formats) aligned with document management needs
A timeline based on throughput and volume, designed to minimise disruption

Benefits of digitisation and bulk document scanning

Act on real-time insight

Turn paper documents into searchable digital files, so teams can find information fast and make better decisions with outcomes that matter.

Efficiency that scales

Reduce manual labour and processing delays. Digitisation supports high volumes without adding operational strain.

Be prepared, not reactive

Strengthen security, auditability, and governance with controlled handling and traceable workflows for confidential information.

Reclaim valuable office space

Reduce reliance on filing cabinets and off-site storage, cutting physical space costs and clutter.

Make data usable

Once records are in digital format, information becomes easier to share, analyse, and integrate into business processes.

Faster access across teams

Improve accessibility across departments and locations with secure access to stored records and searchable PDFs.

Why choose CBS for digitisation

Smart processes, reliable people

We bring proven scanning services, processes, and experienced teams to run high-volume projects smoothly—without compromising quality.

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Built for compliance and governance

Our workflows support secure handling, traceability, and quality controls—especially important for regulated records and sensitive information.

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Outputs that fit your systems

We don’t just scan and hand over folders. We structure digital files to suit retrieval, document management, and downstream automation.

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Smart processes, reliable people

We bring proven scanning services, processes, and experienced teams to run high-volume projects smoothly—without compromising quality.

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Built for compliance and governance

Our workflows support secure handling, traceability, and quality controls—especially important for regulated records and sensitive information.

2/3

Outputs that fit your systems

We don’t just scan and hand over folders. We structure digital files to suit retrieval, document management, and downstream automation.

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"We chose Canon Business Services ANZ because they genuinely partnered with us. We could visit their site, meet the team, and clearly see how our records would be securely handled." Chanel Pilcher-Landgraf, Chief Information Officer at PCC

Case Study

Explore how Canon Business Services helps its customers to grow their businesses with smart and sustainable technology solutions.

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MBIE Panel Member

Canon Business Services has been selected as one of only six partners on the Government Syndicated contract panel for Document Storage, Digitisation and Destruction Services, where CBS provides Digitisation Services through the Ministry of Business, Innovation & Employment (MBIE NZ). Our intelligent document recognition software and high-speed scanning technologies process thousands of paper-based documents in any format, making them easily searchable and accessible improving efficiency and data integrity for organisations.

Frequently asked questions

What are document scanning services, and how do they benefit my business?

Document scanning services convert paper documents and paper records into searchable digital files. With OCR, indexing, and structured outputs, teams save time, reduce reliance on filing cabinets, improve security for confidential information, and free up valuable office space.

What’s involved in bulk document digitisation?

Bulk digitisation services typically include preparation, high-speed scanning, OCR, indexing and metadata capture, quality checks, and delivery in the digital format you need (such as searchable PDF). Files can be structured for document management systems to support faster retrieval and business process automation.

How long does a typical scanning project take?

Timing depends on volume (pages), document condition, indexing depth, OCR requirements, and integration needs. Projects can range from days to weeks. A clear scope and reliable, professional scanning services help improve turnaround and reduce disruption.

How do you ensure security and compliance for digitised records?

Security measures include controlled handling, secure transportation, access controls, and audit-ready workflows. Digitised outputs can be stored securely and structured for governance—especially important for medical records and regulated retention requirements.

Should we outsource digitisation services or scan in-house?

Outsourcing is usually best for large volumes, legacy records, or when you need speed, scale and consistent quality. In-house scanning can suit smaller day-forward volumes. Either way, the goal is to reduce paper-based processes and improve access, security, and control.

Our approach

We believe no business succeeds alone. That’s why we partner with you—taking the time to listen and truly understand your goals, challenges, and opportunities.

With that insight, we plan the right‑fit solutions that balance technology, process, automation, and talent, then deliver with precision and care.

The result is a trusted partnership that helps you stay agile, resilient, and confident as you move forward to meet your desired outcomes.

Our approach