Corporate Document Scanning Services in Singapore
In short: Micrographics Data Pte Ltd is a Singapore-owned, GeBIZ-registered document scanning bureau operating since 1989. We convert paper records, engineering drawings, bound volumes and microfilm into searchable digital files — processed and stored entirely within Singapore, with PDPA-aligned handling, a barcode-tracked chain of custody, and OCR in English, Chinese, Malay and Tamil.
Clients include Singapore government agencies, statutory boards and heritage institutions, as well as private-sector and non-profit organisations.
What is corporate document scanning?
Corporate document scanning is the systematic conversion of an organisation's paper records into indexed, searchable digital files under controlled conditions, so the digital copy can stand in for the original for operational, audit and legal purposes. It differs from ad-hoc office scanning in three ways: documents are batch-tracked with a documented chain of custody; images are captured to a defined quality standard and verified; and every file is indexed against metadata so it can be retrieved and retained according to a records schedule.
Under the Singapore Evidence Act, electronic records are admissible as evidence, and IRAS and ACRA accept properly imaged records in place of paper for the statutory five-year retention period, provided the imaging process is reliable and records remain accessible.
Four triggers that start a project
End-to-end digitisation, delivered by our own staff in Singapore
Nothing is subcontracted offshore. Every service below runs on Micrographics Data equipment at our Commonwealth Drive facility or on your premises.
Corporate document scanning
Files, invoices, HR records, contracts and correspondence at production scale.
Engineering drawing scanning
Brittle blueprints, sepias and as-builts for construction, MEP and manufacturing.
Book and bound-volume scanning
Minute books, ledgers, registers and rare volumes on V-cradle and ScanRobot systems.
Microfilm and microfiche conversion
16mm/35mm roll film, fiche, jackets and aperture cards to frame-indexed images.
Heritage and museum scanning
Photographs, maps, manuscripts and 35mm slides to FADGI and Metamorfoze imaging standards.
Enterprise document management
Singapore-hosted DMS and DAM with local data residency, including Qi and NAINUWA® X2.
Four phases, whether it is 20 boxes or 20,000
The same structure every time is what makes the chain of custody auditable and the timeline predictable.
Assessment and scoping (on-site)
We sample records and count volume by box, linear metre or page. Index fields, output formats, resolution and paper disposition are agreed; you receive a written proposal with a fixed unit rate, schedule and data-handling statement.
Secure collection and preparation
Boxes are barcoded at collection, moved in sealed containers by our own staff and signed into our facility. Staples and clips removed, tears repaired, batch separators inserted — every box traceable at all times.
Scanning, OCR and quality control
Production capture at 200–600 dpi with deskew, blank-page removal and enhancement. OCR in the languages your records contain. A second operator checks every image against page counts, and index data is audited by sampling against the acceptance level agreed in your contract.
Delivery, integration and disposition
Files and index data by encrypted drive, SFTP or direct DMS/SharePoint/ERP load. After sign-off, paper is returned, stored, shredded with a certificate of destruction, or written to LE500 archival microfilm.
Structured around the data-intermediary obligation
Under the Personal Data Protection Act 2012, an organisation that outsources scanning remains accountable for the personal data in those records, and the bureau acts as a data intermediary with its own protection and retention duties. PDPC guidance expects organisations to choose intermediaries capable of meeting those duties and to put the requirements in writing.
Written data-handling agreement
Purpose limitation, retention, secure deletion of working copies, breach notification and staff confidentiality — drafted to your PDPA data-intermediary requirements.
Documented chain of custody
Barcode tracking from collection to return, sealed transport, signed transfer logs and a project audit trail for internal audit, external auditors or a regulator.
100% Singapore data residency
Scanning, OCR, QC and storage happen on premises in Singapore. No images or index data leave the country — meeting government, regulated financial and healthcare localisation expectations.
Controlled facility and vetted staff
Access-controlled production floor, CCTV, clean-desk rules and confidentiality-bound staff. Elevated-sensitivity projects run in a segregated area with named operators.
Encrypted delivery and secure destruction
Encrypted media or SFTP; working copies purged after sign-off; paper shredded with a certificate of destruction or retained in archival storage.
Standards-based imaging
Workflows aligned to ISO 15489 (records management) and ISO 19005 (PDF/A), with archival microfilm to ISO 18901/18906 for permanent records.
How document scanning is priced in Singapore
Scanning is quoted per image (one side of one page), with separate lines for preparation, indexing, OCR, large-format sheets and bound volumes. Five variables drive the unit rate. Micrographics Data does not publish a single headline price — a rate that ignores condition and indexing is either padded or revised later. We sample your records during the on-site assessment and issue a fixed unit rate per document type.
Scanning bureau vs records-storage provider
Both are legitimate; they solve different problems. If you need boxes kept somewhere cheaper than your office, use a storage provider. If you need to stop depending on the boxes — searchable, auditable, resilient records — a specialist bureau is the direct route.
Indexed the way each sector retrieves
Banking, insurance and finance
KYC, loan and policy files, board records. Singapore-only processing supports MAS TRM and outsourcing-guideline expectations on data location and vendor control.
Legal and corporate secretarial
Matter files, contracts, minute books, statutory registers and deeds, indexed to your practice-management system with discovery-ready custody records.
Healthcare
Case notes, consent forms and clinical records under PDPA with segregated processing and named operators; output structured for EMR ingestion by patient ID and visit date.
Engineering, construction and manufacturing
As-builts, O&M manuals, QA records and plant documentation indexed by drawing number and revision.
Government and statutory boards
As a GeBIZ-registered vendor, Micrographics Data has worked with Singapore government and cultural institutions including the National Heritage Board (NHB), National Archives of Singapore (NAS), National Library Board (NLB) and Ministry of Education (MOE), and is the global exclusive micropublisher of Singapore Press Holdings (SPH) newspaper titles on 35mm microfilm.
Education, research and libraries
Student records, theses, rare books and institutional archives with preservation masters and web-ready access copies.
Why Singapore organisations work with Micrographics Data
Singapore-headquartered with local leadership and a local production floor, so you deal directly with the people running your project. Scanning and digitisation is the core business, not an add-on — and the same team has served national heritage bodies, libraries, archives and news publishers.
Corporate document scanning in Singapore
Questions procurement and compliance teams ask most often.
How much does document scanning cost in Singapore?
Scanning is priced per image, driven by document condition, indexing depth, volume, format and turnaround. Clean loose-leaf A4 with folder-level indexing sits at the low end; large-format drawings, bound books and heavily indexed files cost more. We provide an on-site assessment and a fixed unit rate per document type, so the invoice tracks the actual page count.
Is my data handled in line with PDPA?
Yes. All scanning, OCR, QC and storage take place within Singapore. Micrographics Data acts as a data intermediary under the Personal Data Protection Act 2012 with a written data-handling agreement, staff confidentiality undertakings, secure deletion of working copies after sign-off and breach-notification commitments.
Are scanned documents legally acceptable in Singapore?
Electronic records are admissible under the Evidence Act, and IRAS and ACRA accept properly imaged records for the statutory five-year retention period, provided the imaging process is reliable and records remain accessible. We deliver PDF/A with documented chain of custody and QC records to support that reliability. Confirm specific legal matters with counsel.
How long does a project take?
After assessment you receive a written schedule with weekly throughput targets. Large projects are phased so departments receive their most-used records first; expedited and on-site options are available for time-critical migrations.
Can you scan on-site at our premises?
Yes — for classified files, live patient records or material under legal hold we deploy production scanners and operators to your Singapore premises. Most projects are more economical at our facility; we recommend whichever fits your risk profile.
What happens to the paper afterwards?
Your choice: return in original order, archival storage, secure shredding with a certificate of destruction, or conversion to LE500 archival microfilm for decades-long retention. Nothing is destroyed until you sign off the digital deliverable.
What file formats and indexing do you deliver?
Searchable PDF/A (ISO 19005), multi-page TIFF or JPEG, index data as CSV/XML, or direct load into your DMS, SharePoint or ERP. Indexing can be folder-level, barcode document-level, or full manual keying of multiple fields.
Can you convert our old microfilm and microfiche too?
Yes. We have specialised in microfilm since 1989: 16mm and 35mm roll film, fiche, jackets and aperture cards to indexed digital images — and digital records back to archival microfilm for permanent retention.
What government and heritage credentials do you hold?
We are a GeBIZ-registered vendor. Our government and heritage work includes projects for the National Heritage Board (NHB), National Archives of Singapore (NAS), National Library Board (NLB) and Ministry of Education (MOE). We are the global exclusive micropublisher of Singapore Press Holdings (SPH) newspaper titles on 35mm microfilm, and our institutional projects include payroll records for NUS and personnel records for Cerebral Palsy Alliance Singapore.
Related services and in-house equipment
Prefer to scan in-house? Shop production scanners →Request a quote and on-site assessment
We sample your records, agree index fields and output, and return a fixed unit rate per document type — no headline price that gets revised later.