When you partner with Consentia for your digitization needs, you ensure that your valuable documents are both preserved and easily accessible and our most common services include document scanning and transcription. Here’s what you can expect when you choose to work with us:

Quick Response and Thorough Assessment

When you reach out to us, one of our team members will respond within 24 hours. We’ll dive into the specifics of your project, discussing the types of materials you need digitized, the volume, their condition, preferred formats, indexing needs, and any security requirements. To ensure we have a complete understanding, we may ask for a detailed inventory of your materials and any existing organizational structure. This helps us tailor our services to meet your exact needs.

Our Straightforward and Transparent Scanning Process

1. Pick-up: We handle the secure collection of your materials. Whether we pick them up or you deliver them to us, we log and track each batch to maintain a clear chain of custody.

2. Preparation: Once we receive your materials, we prep them for scanning. This includes removing bindings, repairing damaged documents, and organizing them for smooth processing.

3. Scanning: Using state-of-the-art scanning equipment, we digitize your documents in high resolution, ensuring they look just as good as the originals.

4. Indexing: We categorize the files according to your specifications, making it easy for you to retrieve and manage your digital files.

5. Quality Control: Our team reviews the scanned documents for any issues, and if we find any, we rescan to ensure everything meets our high standards.

6. Quality Assurance: We thoroughly review the entire project to ensure all documents have been accurately scanned and indexed.

7. Export: We organize and prepare the digitized files for export in your preferred format, whether it’s physical media or cloud-based options.

8. SFTP Transfer: For secure data transfer, we use Secure File Transfer Protocol (SFTP), ensuring your data is protected every step of the way.

Learn more about our commitment to transparency here.

Top-Notch Transcription Services

If you need transcription services, we’ve got you covered. You can securely transfer audio files via SFTP, Sharefile, or physical delivery. Our experienced team offers both clean and true verbatim transcriptions, ensuring accuracy through rigorous quality control. Final transcriptions are delivered in PDF format, and we’re always open to feedback to ensure you’re completely satisfied.

Ongoing Communication and Support

We believe in maintaining open communication throughout the entire process. We’ll keep you updated regularly and are always here to answer any questions you might have. Even after your project is completed, we offer ongoing support to ensure you can easily access and use your digitized files.

Common Questions

  • What materials can you digitize? We can handle paper documents, photographs, microfilm, blueprints, and more.
  • How long will it take? The timeline depends on the volume and condition of your materials, but we’ll provide a detailed timeline after our initial consultation.
  • What formats can you provide? We offer digitized files in PDF, PDF-A, TIFF, JPEG, and others. We’ll tailor the output to your needs.
  • How secure is the process? Extremely secure. We use strict measures to ensure your materials are protected at all times.
  • Will we get our original documents back? Absolutely. We’ll return them in their original condition, or we can securely destroy them if you prefer.

In addition to our scanning and transcription services, we offer a range of specialized solutions designed to improve your information management. Our AI data extraction services efficiently pull data from various sources, while cloud storage and document storage ensure your information is securely preserved and easily accessible. For added security, our document destruction service safely eliminates sensitive materials. We also convert outdated microfilm and microfiche to modern digital formats to ensure your information remains accessible. Our data entry services help organize and digitize your records, and our digital mailroom provides a dedicated team to manage administrative tasks and more.

Still have questions? Contact us and one of our experts will be happy to talk through your project with you and prepare a demo to show exactly how our solutions can help your business needs.

About Consentia

With over 50 years of experience, Consentia is dedicated to providing exceptional data services. We’re a locally owned and operated company in Alberta, employing local talent to help public and private sector clients manage their information. We’ve converted over 1 billion documents, and our commitment to quality and client satisfaction is unwavering.

Our mission is to become Alberta’s top choice for digitization services by 2025. We’re guided by core values of diversity, innovation, quality, and performance. Our team is dedicated to inclusivity, maintaining the highest standards, and rewarding excellence.

We’re here to help you achieve your digital transformation goals with a seamless, transparent, and efficient process. Ready to get started? Contact us today!