Document management, scanning and digitisation
Paper files turned into searchable records, digital documents named and filed properly, and anything you need found quickly when someone asks.
Finance and back office
Document management from Colombo
Most offices have two filing problems at once: cabinets of paper nobody wants to search, and shared drives where the same contract is saved several times under different names. Our document management service deals with both. We digitise paper records, apply one naming and indexing scheme to everything and keep it tidy as new documents arrive, so finding a file takes a search rather than an afternoon.
How we work
Digitisation starts with preparation: removing staples, flattening folded pages and separating documents. Each page is then scanned, converted to searchable PDF with OCR, checked for legibility and page count, and indexed by the fields you choose, such as customer, date, document type or policy number. Paper originals are logged in a register while they are with us and returned or archived as you decide.
Good to know
Once records are digital, we run the daily work: filing incoming documents, answering retrieval requests, redacting personal data before documents are shared and flagging files that have passed their retention date so you can approve their disposal. Your files stay in SharePoint, Google Drive or your document management system, with access limited to named staff on your account.
What is included
Scanning and digitisation
Paper files prepared, scanned, converted to searchable PDF and checked page by page for legibility and completeness.
Indexing and metadata
Each document tagged with the fields your team searches by, such as customer, account number, date or document type.
Naming and folder structure
One naming convention and folder structure applied across your drives, with duplicates and stray versions cleared out.
Retrieval requests
When staff, auditors or customers ask for a document, we find it, confirm it is the right version and send it securely.
Redaction
Personal and confidential details blacked out before documents go to third parties, with a second check on every redacted file.
Retention tracking
Retention periods recorded for each document type, and expired files listed for your written approval before disposal.
How we set it up
Audit your records
We look at what you hold, where it lives, how people search for it and which records carry legal retention periods.
Design the scheme
Naming rules, index fields, folder structure, access rights and retention periods agreed with you and written down.
Digitise and migrate
Paper is scanned and indexed, existing files are renamed and moved, and every batch is checked before sign-off.
Maintain and retrieve
New documents are filed daily, retrieval requests are answered and a monthly report shows volumes and open requests.
Why Elevracorp for document management
- 01
Files found by search
Searchable text and consistent indexing replace hunting through cabinets and badly named folders.
- 02
Office space back
Once paper is digitised and checked, originals can be archived offsite or disposed of as your policy allows.
- 03
Ready for audits and requests
Complete, versioned records make audits and requests from customers about their personal data quicker to answer.
- 04
Less risk of loss
Digital copies with controlled access protect records against fire, flood, misfiling and staff turnover.
Related services
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Legal process outsourcing
Contract abstraction, document review, drafting and legal admin, checked by your lawyers.
HR outsourcing
HR administration, records, letters, leave and an employee help desk in three languages.
Questions about document management
Not covered here? Ask the Colombo team.
Open 24/7
Does document management include scanning our paper files?
Yes. Our document management service includes scanning: files are prepared, scanned, converted to searchable PDF and checked for legibility and page count, then indexed by the fields you choose. Originals are logged in a register while they are with us and are returned, archived or securely disposed of only on your written instruction.
Which systems do you use for document management?
Your own. We work in SharePoint, Google Drive, OneDrive, Dropbox or a dedicated document management system with user logins you provide, so files never move to a system you do not control. If you have no system yet, we can recommend a simple setup that suits your size and budget and build the folder structure for you.
How does document management help with Sri Lanka's data protection law?
Sri Lanka's Personal Data Protection Act No. 9 of 2022 brings its core duties into force from 1 January 2027, including keeping personal data only as long as it is needed and responding to requests from the people it concerns. Good document management helps by recording what you hold, applying retention periods and making records easy to find, correct or delete.
Is document management priced per page or per month?
Both models are common. One-off scanning and indexing projects are usually priced by volume, such as per page or per box, because the work is easy to measure. Ongoing document management, such as daily filing, retrieval requests and retention tracking, is usually a monthly fee based on expected volumes. We quote after seeing a sample of your records.
Get a quote for document management
Tell us the tasks, monthly volumes and the software you use.
What happens next
- We replywith a few questions about the work.
- A short callto agree scope, volumes and timings.
- A written planwith timeline and price.
Thank you. Your quote request is with our team.
- We reply with a few questions about the work.
- A short call to agree scope, volumes and timings.
- A written plan with timeline and price.
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