Digitization and Content Conversion

unveiling intelligence

PTFS provides secure, rare and fragile and high-volume scanning services for all types of materials.

Information management is an increasingly paperless practice. Digitization takes content to new platforms and new heights. From extending the life of ancient manuscripts and preserving original audio interviews to converting engineering blueprints and ensuring the security of declassification procedures, our skilled staff and state-of-the-art equipment will help you achieve your goals.

PTFS Digitization Solution


Benefits of Digitization

Businesses are moving towards electronic workflows and digitization puts organizations firmly in control of their destiny so technical hurdles don’t derail critical strategies.

Digitization lets you preserve your content. Whether it’s managing deteriorating documents in library archives or an original VHS tape of Government testimony, digitization is a proactive strategy to keep your business’ history alive and compliant with Government and commercial regulations.

Doing that, organizations can begin to explore the advanced benefits of digitization. The technology can even become a competitive advantage. Creating metadata while migrating legacy content will improve the discovery of links between information in different media formats, increasing accuracy and saving time. Our secure digitization facility meets NARA compliance regulations and is environmentally controlled to ensure document stability.


Best Practice Expertise

PTFS’ Certified Document Imaging Architects (CDIA) have years of experience digitizing in accordance with standards and best practices developed by the National Archives and Records Administration (NARA), Library of Congress, and Federal Agencies Digital Guidelines Initiative (FADGI) ensuring high quality output. While this benefits all of our customers, our Government clientele are particularly appreciative since they are often required to meet these standards. In addition, our in-depth experience in handling sensitive materials offers customers a high level of confidence that their declassification and content conversion projects are being carried out by a practiced and trusted business partner.


Efficient Processes

PTFS’ clients receive access to a team expertly using innovative tools. PTFS’ Digitization Specialists efficiently condense mountains of paper into gigabytes of data, while qualified imaging staff convert photographic slides and microfilm into searchable online portfolios. Our experienced program managers are ready to field unique requests and complete content conversion projects of any size to meet commercial best practices.


Digitization Experience

Clients come to PTFS with original copies of their materials because they know we can preserve mission-critical content. We are acutely aware of the importance of handling sensitive information and we take the responsibility very seriously. From maintaining page breaks when migrating legacy content to embedding more than 100 metadata tags, the best end user experience is always our goal. With more than 500 million pages scanned since 1995, PTFS can deliver the expertise that can only be earned from hands-on experience.

Knowvation Core Product Box

Knowvation Core Logo

PTFS’ enterprise Content Services Platform (CSP), Knowvation®, facilitates accurate searches, retrieval and management of digitized information using content text, metadata fields or both.

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How it Works

PTFS leverages state-of-the-art hardware, software and process technology to enable optimized searching, retrieval and management of documents, while meeting ISO:19005 Standards for archiving. Our secure Digitization Service Bureau meets NARA compliance regulations and is environmentally controlled to ensure document stability.

Digitization Capabilities

  • Paper Documents— PTFS has a wide range of paper scanning solutions, including high volume autofeed, flatbed and planetary scanners.
  • Photographs and Slides— PTFS converts black and white or color prints, slides or negatives to web-ready and high-resolution digital photographs.
  • Microfilm and Microfiche— High-resolution microfilm, microfiche, and aperture card scanners capture images at a variety of DPI settings.
  • Books and Journals— Planetary and FADGI compliant V-Cradle scanners produce digital images without touching the surface of fragile materials.
  • Engineering Drawings— Large format scanners can handle many engineering media types, from standard blueprints to Mylar and Sepia.
  • Video, Film and Audio — PTFS builds video, film and audio libraries using digital files created from analog source originals.

Content Conversion Capabilities

  • File Formats— PTFS has extensive experience digitizing and saving converted analog information to a wide variety of digital image file formats.
  • Optical Character Recognition (OCR)— Using the ABBYY FineReader OCR engine and PTFS best practices, PTFS can increase OCR accuracy and reduce error rates by up to 80% over conventional OCR processes.
  • Image Enhancement— Image enhancement involves de-speckling, de-skewing, cropping, color correction, contrast, and sharpening. It increases OCR accuracy by providing higher quality images.
  • Metadata Creation— Pertinent data about the image is keyed by experienced PTFS indexing staff or extracted automatically from forms or client legacy databases.

Digitization and Content Conversion DTIC Case Study

The PTFS Digitization Department

Our Process

  1. PTFS carefully removes clips, staples, document fasteners, and other bindings
  2. PTFS identifies page breaks and repairs damaged content
  3. PTFS places the content in the correct order in preparation for scanning
  4. Scanners are configured for size (e.g., CAD, microfilm)
  5. PTFS scans the documents using the best color depth (e.g., bi-tonal, grayscale, full-color)
    Options to produce an optimal OCR output for every project
  6. Quality control; content is expanded to ensure optimal OCRing
  7. 100+ index fields/metadata fields are determined
  8. PTFS adds input to fields for enhanced content location
  9. PTFS rebinds the content and returns to client

Our Hardware

  • Platen-protected wide-angle scanners (book scanning)
  • High-volume scanners
  • Large-format scanners (architectural drawings and other oversize materials)
  • Flat-bed scanners
  • Microform scanners (microfilm, microfiche and aperture cards)
  • Audio/Video/Movie Film conversion platforms

Our Facilities

  • 12,000 Square Foot Digitization Service Bureau
  • Government secure, state-of-the-art service center equipped to digitize a wide variety of media formats

Our Staff

  • 100+ combined years of scanning experience
  • 35+ combined years of scanning and digitization management experience
  • Onsite Certified Document Imaging Architects (CDIAs)

Get the Power

PTFS works hand in hand with each customer to customize the digitization process to your needs. This digram illustrates an example workflow for developing a fully searchable digital archive produced from hard copy materials and managed with Knowvation CSP.

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