Capture and migration

Turn an agreed record collection into usable digital files

Digitization works when the files are complete, retrievable and linked to the right information. Start with a representative sample and a clear handling plan before committing a paper archive or a large migration.

Prepared by 1doc.ph Content and sources checked 26 October 2026

Compare scoped service bundles

What the service covers

Inventory and preparation

Agree the record types, source locations, volume assumptions and handling requirements. Identify bound, fragile, faded or mixed-size material before estimating preparation effort.

Capture and recognition

Configure the agreed scan or import route, image processing and OCR/extraction options. Test handwriting and unusual layouts on samples rather than promising a universal accuracy rate.

Metadata and filing

Define the fields, naming conventions, required values and exception queue that make records searchable after import.

Reconciliation and handover

Compare source and imported manifests, log missing or unreadable records, resolve exceptions and hand over the operating procedure.

Source: DocuWare Knowledge Center — Document Processing

A practical pilot: one invoice collection

For example, agree a defined batch of supplier invoices and the fields needed by finance: supplier, invoice number, date, amount and reference to supporting records. The team checks a sample against the originals, reviews exceptions and tests retrieval before expanding the batch.

This is a proposed implementation example, not a claim about a completed customer project or a guaranteed extraction result.

See how captured invoices connect to an approval workflow

Agree the quality checks before production

Define the sample, review method and acceptable exception process with the record owner.
Check completeness, page order, orientation, legibility and required metadata.
Demonstrate retrieval by agreed references and by an authorized role.
Reconcile file counts and resolve missing or duplicate items against a manifest.
Confirm how originals are returned or retained; scanning alone does not authorize disposal.

What we need to scope the work

Input	Why it matters
Representative samples	Reveal layout variety, handwriting, condition and OCR limitations.
Volume and formats	Determine scanning/import effort, storage assumptions and batching.
Index fields and owners	Set retrieval requirements and who resolves ambiguous information.
Access and custody needs	Define who may handle, transfer, review and retrieve each collection.
Destination and integrations	Identify the repository, interfaces and permissions to configure.

Connect capture to retrieval and a scoped rollout

Sources and further reading

DocuWare Knowledge Center — Document Processing

Content and sources checked 26 October 2026