DocuSoft Nigeria Limited

5.0 1 Review
Company name
DocuSoft Nigeria Limited
Address
12 Ebitu Ukiwe Street, Abuja, Abuja, Nigeria
Phone
+2348146637091
Mobile phone
+2348146637091
Establishment year 2009
Employees 16-25
Registration code RC804041
VAT registration 11908841
Company manager Chidinma Ngwu

Reviews

5.0

1 Review
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5.0
Being a company that moved back from the west, I was impressed by their customer service, attention to details and our working relationship. At the end they delivered right on time
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Company Details

Description
DocuSoftng is a Total Document Management Systems Provider including Scanning Bureau Service and Document Storage.

DocuSoft-ng is a Total IT Solutions Provider and Document Management Systems Provider including Scanning Bureau Service and Document Storage.

We are a full document and records management solution specialist company. This service is provided using the best applications and highly professional and experienced staff to ensure best quality. The services we are offering include:

Phase I: Part 1

Document Examination - sorting, classification and arrangement of documents

I. Inspect and examine the documents for fragility, age and other physical condition

II. Pre-sorting of the contents of each contribution file by transaction date

III. Sort content of other documents by the date of creation

IV. Appropriate labeling of folders

V. Eliminate duplicates and redundant documents

VI. Determine the volume of the documents to be digitized

Phase I: Part 2

Physical Indexing – Selection and identification of documents based on transaction date and retention policy. This is a very important aspect of the project that helps to sort and identity the documents that qualify to be scanned. This phase allows us to quickly retrieve any materials you may need while your files are in our care. At this phase, the following process is carried out on the documents.

I. Documents analysis

II. Determine Type of documents such as Contribution, Schedule, Settlement, Tellers, Briefs, Opinions, Drafts, Memos, Letters, etc – a list required

III. Number documents serially as classified

IV. Submit document marked to be Dispose to higher authority for final disposal

V. Disposal will be by shredding – separate invoice will be provided if services is required

Phase II: Part 1

Scanning - Pre-Scanning Preparation, Scanning and Electronic Indexing, Post-scanning and Document Migration

Our processes ensure that the natural order of each file in Phase I Part 2 is maintained and that the files are prepared to enable the best possible scanning results. The phase focuses on

I. Staple removal, binding removal, document repair and page orientation

II. Sorted documents are scanned utilizing scanning technologies

III. Conversion of scanned documents to required pdf/or other formats as required

IV. Coding and naming documents in temporary media storage pending quality review

V. Scanned documents are transferred into the appropriate folder in the repository




Phase II: Part 2

Post Scan Documentation and Re-ordering of Physical Files – physical documents are re-ordered and returned in their original state.


2.1 Implementation Methodology

Stage 1: Document Scanning Project Requirements

The project requirements are defined utilizing the Project Tools. These requirements become the basis of the tailored solution we will develop to convert your files into Digital Assets and transfer together with pre-existing digital documents into the preferred EDMS repository.

Stage 2: Documents Received

We receive the project files and perform an inventory process to log and label these materials. These processes allow us to quickly retrieve any materials you may need while your files are in our care.

Stage 3: Document Preparation & Quality Review

Your files are prepared for scanning. Our processes ensure that the natural order of each file is maintained and that the files are prepared to enable the best possible scanning results. The Preparation Team focuses on general project requirements (such as staple removal, binding removal, and document repair and page orientation) and specific project requirements (such as special handling of Post-It Notes, color images and media).

Stage 4: File Conversion & Quality Review

In this stage, files are scanned. Our scanning technologies and processes ensure the best possible image capture.

Stage 5: Post-Conversion Services

The files are converted into the required file format in temporary media storage pending quality review by you. If defined as a project requirement, Optical Character Recognition (OCR) is performed to enable word level search and retrieval.

Stage 6: File Naming, Coding

Files are named and coded to enable search and retrieval and, if OCR was performed, a secure word level search within and across the digital files. To achieve the highest quality coding results, we focus on naming and coding accuracy and validation.

Stage 7: File Data Integration & Management

In this stage, the digital files and the coded fields are integrated utilizing technologies and processes to ensure the best possible search and retrieval options. The result is files that are flexible and accessible from CDs, DVDs, PCs, or servers.

Stage 8: Project Deliverable & Quality Review

Digital files are stored on Media/Posted/Hosted and a Project Status Report is prepared.

Our quality control team will review and approve all scanned documents on an agreed periodic basis before the next stage.

Stage 9: Transfer to EDMS Repository

Scanned documents and pre-existing electronic documents are transferred into the appropriate folder in the repository.


DOCUMENT DESTRUCTION BY SHREDDING
==========================================
Document destruction is the high-speed shredding of paper documents into minute pieces to secure valuable information stored in your archives and filing cabinets, which are no longer useful and occupy space that otherwise, could be utilized by your organisation. The documents may have been stored beyond the statutory and regulatory record retention period.


Document Shredding has evolved into a feasible and viable method of ensuring your records are secured, for the efficient management of your organizational information assets. The advantages are now very evident in today’s e-Government and e-Business environment.

Many organizations shred their old records to prevent information leaks, manage records easily and save valuable working space. The following is a proposal for the shredding/destruction of your old paper records.

For your business to be able to concentrate on its core business, DocuSoft Nigeria, we will take this burden off you, and in a controlled and efficient environment, we will shred all your documents for you and if required dispose of these documents once shredding is complete.

3.0 BENEFITS OF DOCUMENT SHREDDING
=========================================

Our company offers secure document shredding services that are tailored to meet your needs. Your most sensitive documents are safe with us. The following are a few of the benefits of shredding your old paper records including CD/DVD, microfiche, microfilms, floppy disks etc.

3.1 Increased Efficiency

You will never have bulky and dusty old records stored in your archives. This will allow you to efficiently have access to documents which are important

3.2 Time Saving

With fewer “current or active” files there will be limited use of staff and time for retrieval of files from your filing room.

3.3 Space Saving / Record Management Compliance

Removal of old or dead files helps to preserve space and hygiene. In record management some documents are archived for only a particular period and destroyed.


4. Shredding Destruction Process

Off Site
We can provide transportation and security to remove your dead files to be shredded from your site to our warehouse where controlled shredding in a secured environment is carried out monitored by CCTV camera.

On Site
We will move our High Volume Shredders to client site to implement the same shredding process

4.1 Quality Control

Quality control checks are performed throughout the shredding process. Our technicians use various random and selective techniques to identify size defects. Defective sizes are corrected to ensure source documents are successfully shredded.

4.2 Confidentiality and Security

We are fully aware that your documents are highly secretive and confidential. Our operations are discreetly carried out and in confidential manner at all times. We ensure no one reads the documents we shred/destroy. We guarantee 100% satisfaction and confidentiality. Our staffs are made to undertake oaths of secrecy to protect against any unauthorized information disclosures. The possibility of records tempering and unlawful manipulation of the shreds was largely eliminated by using our compact high speed shredding machines



5.0 Document Shredding Implementation

As soon as we are given the approval for the project we shall conduct the following tasks:

5.1 Initial Assessment

Hold preliminary meetings with your record managers and officers in charge of archiving the documents to determine the nature of the filing system, scope of the project, specific shredding needs.

5.2 Mobilization

We shall mobilize our equipment to your site test run and agree the method and size of shredding. Our project technicians would then shred your documents page by page, or in batches of documents. Document Shredding can take place offsite or onsite

5.3 Disposal of Shreds

Once the shredding processes are completed and the by-products ejected we will grade them in 100 kg woven sacks or in 1000 kg bales for delivery to paper and pulp manufacturing companies, we have suppliers whom we distribute this shreds to when required, this suppliers then recycle the shredded products either for farm warmth products for poultry, or as subset of other products.

Option 2 is where we deliver the documents after shredding to our Local Environment Dumps, where final pulpling is done and this is observed by a DocuSoft Nigeria Staff


A Certificate of Destruction based on the H2E-HIPAA DRAFT Guidance Document on the Destruction of Confidential Paper will be issued.
Working hours
  • Monday:8 AM - 6 PM
  • Tuesday:8 AM - 6 PM
  • Wednesday:8 AM - 6 PM
  • Thursday:8 AM - 6 PM
  • Friday:8 AM - 6 PM
  • Saturday:10 AM - 1 PM
  • Sunday:Closed
Products & Services
Document Archivng
Document Archivng
Electronic Document Management System, Document Scanning, OCR - Scanning documents and Removing text into Words document Indexing
High Volume Scanning
High Volume Scanning
We scan up to 20,000 documents a day with our high volume scanners, and we can scan more where required
Shredding - Document, Paper, plastic bottles, cardboardsWith our Large shredders, we can shred up to 400 kg of documents per hour Our shredders can shred credit cards, CDs, DVDs, bottles, plastic bottles, books , the throat is big enough to take any book,...

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Last update: March 2018

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