ARCHIVE DIGITIZATION [SERVICE BUREAU] SOLUTION

Transforming Information into a Secure, Accessible, and Sustainable Digital Structure

Digital Archive Information Technologies Inc. provides comprehensive solutions for transforming organizations’ physical and digital information assets into secure, standards-compliant, and searchable digital archive systems.

Our Digital Archive Creation Service encompasses multi-layered processes such as document digitization, indexing, data migration, quality control, access management, security, and system integration.
Our goal is not merely to digitize documents, but to establish an end-to-end, fully manageable information lifecycle for institutions.

The purpose of this service is to transfer an organization’s information assets into digital environments that are durable, reliable, and instantly accessible.
It covers all components—from physical archive conversion to data migration, digital file management, and AI-powered search capabilities.

Core Objectives of the Service

• Transfer institutional archives into digital format

• Index documents by content, subject, date, and organizational unit

• Preserve document integrity and original order (Provenance Principle)

• Build a searchable, secure, and sustainable information system

• Accelerate internal information flow and increase operational efficiency

Analysis and Planning Phase

Each project begins with a comprehensive assessment of the existing archive.
During this phase:

• Document types, sizes, and formats are identified

• Retention periods, confidentiality levels, and access permissions are defined

• The file plan structure is analyzed

• A custom Digital Archive Creation Plan is developed for the organization

This plan serves as a foundation for standardization, process tracking, and quality management throughout the project lifecycle.

Document Digitization (Scanning)

Physical documents are digitized using high-resolution professional document scanners.
During scanning:

• The original physical order of documents is preserved

• Page orientation, contrast, and color balance are optimized

• Files are saved in standardized formats (PDF/A, TIFF, JPEG, etc.)

• Pre-cleaning, repair, or restoration procedures are applied when needed

Once scanning is complete, all files are securely transferred to the d-DAYSİS Corporate Archive Management System.

Indexing and Metadata Definition

Each digital document is assigned metadata fields to facilitate search and classification.
Metadata categories may vary depending on the document type:

• Core Fields: Document Name, Date, Subject, Originating Department, File Number

• Technical Fields: Format, File Size, Page Count, Scanning Date

• Administrative Fields: Confidentiality Level, Retention Period, Approval Status

• Indexing parameters are configured at the project’s start based on client requirements and are fully accessible through Full-Text Search capabilities within the system.

Optical Character Recognition (OCR)

• Through the OCR (Optical Character Recognition) process, document content is converted into searchable text-based data.
  The advanced OCR module integrated within d-DAYSİS analyzes documents in multiple languages, transforming PDF files into fully searchable records.
• This enables efficient keyword-based searching across the entire digital archive.

Quality Control Process

Quality assurance is the most critical stage in digital archive creation.
After every scanning and indexing phase, documents are reviewed according to strict quality parameters:

• Visual accuracy (clarity, resolution, color balance)

• Page order and content integrity

• Accuracy of indexed fields

• OCR success and recognition rate

• Quality checks are performed through both automated validation tools and manual supervision. Clients can monitor all ongoing digitization operations in real-time via the web-based interface integrated with d-DAYSİS.

Data Migration and System Integration

• Digitized documents are integrated into existing corporate systems to ensure continuous accessibility.

• Files are imported into the d-DAYSİS Archive Management System

• Current digital documents are managed through the d-CoreEBYS Electronic Document Management System (EDMS)

• Documents produced within EDMS are automatically archived in d-DAYSİS

• Integration with existing ERP, CRM, and HRM systems is provided via Web Service (API) connections

• This creates a fully integrated, end-to-end digital archive ecosystem that unifies all organizational information resources under a single structure.

GIS (Geographical Information System) Integration

After digitizing maps, projects, and plan files, document–location relationships can be established through the GIS module.
Users can search for documents directly via interactive maps in d-DAYSİS—for example, by clicking on a parcel number to access its related permit file.

Security, Authorization, and Access Management

• The digital archive structure is designed according to corporate information security standards:

• Role-Based Access Control (RBAC)

• Access logs and audit trails

• Encrypted data transfer (AES, SSL/TLS)

• Backup and disaster recovery strategies

• Compliance with ISO 27001 Information Security Management System

• This infrastructure ensures that documents are protected from unauthorized access while preserving their integrity for many years.

Reporting, Training, and Implementation

• Upon project completion, the following deliverables are provided to the client:

• Detailed project reports

• Index and metadata outputs

• OCR success rate analysis

• User training documentation

• In addition, institutional staff receive hands-on training in digital archive management, data searching, indexing, and document upload workflows.

Benefits of Digital Archive Creation

• Up to 90% faster access to information

• Significant reduction in physical storage costs

• Secure document preservation and elimination of data loss risk

• Content-based search and rapid reporting capability

• Remote access from office, field, or any external location

• Sustainable preservation of institutional memory in digital form

Conclusion

• The Digital Archive Creation Service is a strategic milestone in an organization’s digital transformation journey.
  At Digital Archive Information Technologies Inc., we combine technology, engineering, archival science, and data management to safeguard your institution’s information assets and carry them securely into the future.

• “Preserving your past, connecting your knowledge to the future.”