Document digitization
We convert paper and electronic documents into a format that allows you to easily search, share, and work with them. We design digitization processes to fit your actual operations: from selecting and deploying scanners, through scanning applications and OCR, to automatic naming, sorting, storage, and electronic signing of documents. It is most beneficial where documents pile up in folders and inboxes, and are frequently renamed, searched for, or manually transcribed into systems.
End-to-end digitization
We handle the entire document conversion chain – from selecting scanners and deploying applications to integrating with your systems (DMS, ERP, SharePoint). You don't have to piece together solutions from multiple vendors or worry about who is responsible for what.
Fewer errors and less manual work
Documents are automatically named and enriched with data according to your rules, eliminating the need for retyping, renaming, and searching. OCR converts the content into a structured format that you can continue to work with.
Smooth document flow
Documents are automatically sorted, filed, and passed on to other systems or specific individuals. When the system encounters an exception, it captures it and sends it for review.
Clear overview
At every step, it is traceable what happened to the document, when, and who worked with it. You thus have control over the document flow, not just over the stored files.
Digitization from scan to process
It often ends with a scanned PDF. Without rules and links to systems, however, such a document remains isolated—and everything continues to be handled manually. Moreover, common exceptions arise: an attachment is blurry, a page is missing, a barcode is covered by a stamp, or the document looks slightly different every time.
This is where digitization provides the greatest benefit—when it doesn't end with a PDF, but becomes a managed step in a process. For us, scanning is not the goal, but the beginning. We first capture documents from various sources (scanner, email, folders), extract the necessary data, and process them according to your rules (naming, sorting, data enrichment). We then pass them on to where further work takes place—to a DMS, SharePoint, or ERP, or for approval or signature. The result is fewer manual interventions, fewer errors, and a clear overview of what happened automatically and what requires review.
At INFOMATIC, we use a combination of tools based on the documents you process, where they come from, and where they need to go. The foundation can be reliable scanning and OCR, automatic handling of PDFs from email and folders, and subsequent steps such as sorting, export, workflow, or signing.
First, we clarify the target state together: where documents come from, who works with them, where they should go, what data we need to extract, and what typical exceptions occur. Based on this, we set up rules and deploy a combination of tools that are intuitive for users and sustainable for IT in the long term.
We most often combine:
Document scanners – we will help you select the right device and provide service and operational support.
Tungsten Express – a scanning application for fast scanning, OCR, indexing, and barcode handling. Suitable where you need consistent, high-volume output without manual adjustments.
MetaServer – automatic processing of PDFs from emails and folders: document type recognition, naming, text extraction (directly or via OCR), and storage or export according to rules. Often used for transferring documents to systems (e.g., SAP, SharePoint) or routing incoming mail to specific individuals.
Power PDF – for standardized PDF work: creation, conversion, editing, or security. Suitable for individuals and teams who work with PDFs daily.
Tungsten SignDoc – biometric signature for situations where a signature concludes or triggers a process (contracts, consents, handover protocols). An audit trail allows you to track how and when the signature took place.
The result is a managed digital document flow that goes beyond scanning and integrates with your processes, systems, and real-world exceptions.
Document capture
Documents arrive from various sources: paper (after scanning), email, folders, or application exports. Inputs are unified so that nothing gets lost in an inbox or on a drive.
Scan and import
For paper documents, we ensure reliable scanning and conversion to searchable PDF. Where needed, we add barcode reading and indexing so that the document carries the correct metadata (e.g., document type, number, date, or assignment to a file/order).
Automatic naming and sorting
Files are automatically named, sorted, and prepared for the next step based on document type and content. If something is amiss (illegible data, missing page, unclear document type), the item is flagged for review with clear context.
Handover and overview
Documents and necessary data are saved or transferred to downstream systems (e.g., SharePoint, SAP) and assigned to the responsible individuals. Traceability and a clear overview of the status are maintained at every step. If required, we can add a biometric signature as part of the process.
Our technology
Document
scanners
We will help you select and set up scanners to suit your needs—whether for offices, large mailrooms, or for digitizing archives and historical documents. We are experts in all types of scanners, from office and production models to portable devices. We are the exclusive distributor of RICOH and InoTec scanners and an official Canon partner. Follow-up care is key for us: we have our own service facilities, we provide repairs and regular maintenance, and we will help you with configuration to ensure your scanners run reliably without downtime. Technical support is available via our helpdesk or by phone. If needed, we can lend you hardware and software for testing.
Tungsten Express
fast scanning and indexing
A high-speed scanning application with barcode detection and indexing. It improves image quality automatically and extracts data using OCR and ICR.
MetaServer
fast scanning and indexing
Monitors email inboxes and folders, automatically naming, sorting, and saving incoming PDFs based on your rules. It recognizes document types and extracts text so the document can move seamlessly into downstream systems.
Power PDF
user-friendly editor
A cost-effective solution with everything you need to create, convert, edit, share, and electronically sign PDF files.
Tungsten SignDoc
biometric signature
Sign documents on your mobile, tablet, or computer without printing or scanning. Signatures are traceable with a full audit trail and can be verified using multiple methods. The solution is eIDAS compliant.
Where is our solution used?
Case studies and project results
Frequently Asked Questions
Here you will find answers to the most frequently asked questions about document digitization and our services.
It is not just about scanning paper. The goal is to convert documents into a format that is searchable, securely shareable, and automatically processable: correct naming, adding key data (e.g., number, date, supplier, file number, project), sorting, storage, and potential transfer to follow-up systems or subsequent steps (e.g., approval, registration, archiving, signing).
We most frequently work with scanned paper documents, PDFs sent via email, or bundled file packages. We tailor the solution to what you actually use—including various types of attachments, forms, or specific exceptions.
We store documents where you work with them—in your DMS, SharePoint, ERP, or other corporate systems. We most often use APIs or export connectors. For specific scenarios, we can add automated steps based on your rules.
We start with a brief consultation and document samples. Typically, we need to clarify sources (scans, emails, folders), target locations, naming and sorting rules, and access rights requirements. The first functional scenario can often be launched within weeks, depending on the scope, exceptions, and integrations.
Costs depend on the scope and method of deployment—how many document types you process, where they originate, what exceptions need to be handled, and where the data should go next. The final price is also influenced by the choice of technology (e.g., scanners, software, signatures), operational requirements, and the level of support. We would be happy to provide a specific estimate after a brief consultation.
Have any questions?
I am here to help
Tomáš Dolejš
CEO, Infomatic
