• +30 210-7560244, 69-71 Formionos st., 16121 Kaisariani, Athens
  • Mo-Fri: 10:00-18:00
  • info@officesupport.gr

Documents & OCR

By digitizing the documents we manage, we improve the way we work and we increase our efficiency as we can very quickly search and recover needed data.  Digitize your files -legal documents, manuscripts, invoices, books, newspapers, magazines, and any other documents that may contain useful data.

Moreover, an extensive database can be created, based on agreed specifications; also, optical character recognition (OCR) may also be performed in order to transform scanned documents into editable files.

By digitizing your files, you are only one click away from the data you are seeking!

How it is done

The process of digitizing documents involves multiple steps.  On our part, we pay special attention in carrying out these tasks as fast and as simple as possible.

1. Sending our proposal

and setting up a time-schedule

2. Delivery of the originals

to Office Support

3. Preparation

of the originals for digitization

4. Equipment set-up

and scanning of originals

5. Assigning filenames

to the digital files

6. Optical character recognition

OCR (optional)

7. Quality control

of the deliverable

8. Delivery of digital files

and return of the originals

Frequently asked questions

I am a writer and I would like to republish one of my books, making some additions and some modifications to the text. Unfortunately I do not have the text file available; is there any way to transform it into an electronic file, apart from typing it over?

In this case, we would suggest the digitization of the book with the use of optical character recognition, in order to transform it into an editable Word file. This requires that the book is first scanned and then processed with specialized software. It is important for you to be aware that errors do occur during this conversion, however the type and extent of these errors depend on the original. This is why we always propose to prepare a sample Word file, in order for you to have a clear idea of the deliverable.  Office Support can also undertake to make all necessary corrections on the digital file, fully checking the text for spelling, accuracy and format (reading the original text word by word in order to make all necessary corrections, format the font, margins etc.).

I am a lawyer and want to digitize my case files. What would you recommend?

Our recommendation is to scan your original documents and file them in a way that meets your specific needs.  Collection and return of the original files is done in a safe manner and a collection/delivery document is signed.  In case you need one of the files which have been delivered to Office Support for digitization, this file will be returned to you as soon as possible.

The digitization process usually includes the following steps:  1) preparation of the documents to be scanned, 2) setting-up the equipment, selecting appropriate specifications, 3) making a list of your cases and specifying the filenames to be assigned to the digital files, 4) scanning of the documents, and 5) quality controls.  

Moreover, we can create an extensive database based on the specifications that will be agreed with the client, and we can also process these documents through optical character recognition (OCR) software in order to transform your documents into editable Word files.

I have a lot of old letters (written by my grandfather and my grandmother) and I would like the next generations to be able to read them as well, because they are an important part of our family history. What are the proper specifications in order to digitize them?

In order to select the most suitable method for scanning your original documents, we need to have a clear idea of the total number of originals (size, paper weight, quality-worn pages, faded text, special paper types etc.). According to the intended use of the digital files (printing, uploading on the web etc.), we will select the most suitable format (.tif, .jpeg, .pdf etc.).  In the case of old documents, we usually suggest the use of a flat-bed scanner, in order to protect sensitive originals.

How can I be sure that the digital file you will deliver to me is free of errors and omissions?

Upon the completion of each project, we perform quality controls in order to ensure that the digitization results meet the specifications set upon commissioning. In any case, you can perform your own quality controls within 10 days from delivery.

Technical issues

Equipment

We use modern, high specifications equipment for the digitization of documents, appropriate for the salvation, preservation and filing of originals.  Depending on the type of the originals and the intended use of the digital files, we apply various scanning and processing methodologies.

Digital files format

The most commonly used file formats are .pdf, .tif, and .jpg; however, the specifications (file type, resolution, color depth etc.) are always set based on the type of the originals and agreed with the client to ensure that the digital files produced will respond to his needs in the best way possible.

Filenames & Filing

Each digital file is assigned a unique filename and is filed according to the client’s instructions. Then, we can also prepare a database for easy and quick access to digitized files.

Security

We are well aware that each original is unique and irreplaceable. This is why we take all necessary measures to protect the documents during processing, especially when handling very old and “sensitive” materials.

Optical character recognition, OCR

OCR allows us to transform scanned documents into an editable format (e.g. Word, Excel). However, the result/quality of this transformation always depends on the type of the original and this is why we need to have some of the documents to be digitized, in order to prepare samples.

For more information contact us at +30-210-7560244 or at info@officesupport.gr.