From filing cabinet to SharePoint.
We scan your paper records, organise them in SharePoint or a platform that suits you, set up Microsoft 365 or Google Workspace for your team, and show everyone how to file new work digitally.
A good fit when
- Staff walk to a filing cabinet to answer a client’s question.
- Important files live on one person’s laptop or in a personal inbox.
- Business email still runs on a free or outdated account.
- Nobody is sure who can see what, or whether the backups work.
What’s included.
Document scanning and office digitisation
We help move paper files and office processes into a digital platform your team can use every day.
More about paper to digital- Office visits to review your files and current process
- Document scanning, readability checks and file naming
- Organised document libraries in SharePoint or a suitable alternative
- Staff access, digital filing routines and a practical handover
Business email and IT setup
Microsoft 365, Google Workspace and the accounts, files and subscriptions your team relies on.
More about email and it- Microsoft 365 and Google Workspace setup
- Email and file migrations planned around your team
- User accounts, shared access and subscription reviews
- Consolidated billing where the service supports it
Backups, access and data privacy
Practical controls for the customer and business information your systems hold.
More about data protection- Backups in separate locations and restore checks
- Individual access based on each person’s role
- Documented data collection and retention decisions
- Data export and handover when you need to move
How it works.
-
Visit the office.
We see how records are stored and used, and agree what needs to move and what can be archived.
-
Plan and quote.
A written plan for the scanning, the filing structure, the accounts and the move, priced in rand.
-
Scan, organise and set up.
Documents are scanned, checked, named and filed. Accounts, permissions and email are set up around your team.
-
Train and hand over.
Your team learns the new filing routine, so new paperwork goes straight into the system.
Questions people ask.
Do you come to our office?
Yes. We visit first to see how your records are stored and used. Office visits, scanning and the platform setup are quoted around the job. Visits are simplest in and around Gqeberha; for offices elsewhere in South Africa, ask us what can be done remotely.
Why SharePoint?
If your business already pays for Microsoft 365, SharePoint is usually included, works with Outlook, Teams and Windows, and lets you control who sees each folder. If you use Google Workspace or another platform, we organise the files there instead.
Can you move our email to Microsoft 365 or Google Workspace?
Yes. We plan the move around your team, transfer existing mail and files where the old provider allows it, and set up each person’s account, shared mailboxes and access.
What happens to the paper originals?
That is your decision. Some records have legal retention periods, so check with your accountant or compliance officer before destroying anything. We document what was scanned and where it is filed.
Is our information safe during the project?
We set up individual access for each person, check that backups can be restored and document who can see what. This supports your POPIA processes; legal advice and compliance assessments sit outside our technical service.
Can you manage our Microsoft 365 licences afterwards?
Yes. Ongoing management can cover new users, leavers, licence renewals and subscription reviews. Your proposal sets out which services we manage and which stay billed directly to you.