Capture - From Filing Cabinets to the Future
ExtractIQ’s Capture service transforms scattered physical and digital records into a unified, high‑quality digital collection. Our team manages every step — inventory, logistics, scanning, validation, and disposition — with precision and care.
Every Document. Every Format. Every Era.
ExtractIQ digitizes materials spanning more than a century of organizational history. From handwritten ledgers and carbon‑copy reports to oversized engineering drawings and modern digital files, our specialists handle formats that most vendors avoid.
We bring physical and digital archives together into a single, structured collection — without disrupting your team’s day‑to‑day work. The result is a clean, searchable foundation ready for the Organize and Discover phases.
How Capture Works
A structured five‑stage process ensures your documents are protected, accurately
digitized, and delivered in a consistent, high‑quality format.
01
Access & Inventory
Refinery personnel and ExtractIQ performed an initial scan across all storage locations.
02
Discovery & Analysis
Metadata summary generated in the secure ExtractIQ cloud: file types, age, duplicates, size, and more.
03
Deep Scan & Cleanup
Business specific terms (units, suppliers, dates, project names) applied to classify content.
04
Directory Creation
A clean, searchable directory linked to all files — across legacy systems, Google, and Microsoft storage
05
Refinery teams gained dashboard access to a structured digital library ready for planning and decision making
Specialist Services for Hard‑to‑Handle Documents
Our capture team is trained to work with materials that require extra care — fragile,
oversized, faded, or stored in obsolete formats.
Handwritten & Early Records
High‑resolution scanning with calibrated lighting preserves every stroke, even on brittle, yellowed, or water‑damaged pages.
Typewritten & Carbon Copies
Adaptive OCR and optimized grayscale profiles recover text from inconsistent ink, thin paper, and mid‑century duplicating methods.
Large‑Format Drawings
Engineering drawings, plats, and blueprints up to E‑size are captured with fine‑line accuracy and optional cyanotype inversion.
Modern Digital Files
We ingest, deduplicate, normalize, and convert files across dozens of formats — preparing them for the Organize phase.
It Starts With Knowing What You Have
Many organizations don’t have a clear picture of what records they hold, where they live, or what condition they’re in. ExtractIQ’s Inventory service creates that clarity before a single page is scanned.
For physical collections, we catalog boxes, drawers, and shelves — noting document types, date ranges, volume, and special handling needs. For digital collections, we analyze drives, shares, and archives to map file types, duplicates, and access patterns. The result is a structured inventory that feeds directly into the Capture plan.
Your Documents, Protected at Every Step
Chain‑of‑Custody Tracking
Every box, folder, and item is tagged and logged from pickup to final disposition, creating a complete audit trail of who handled what, where, and when
Bonded Transport & Insurance
Secure carriers, tamper‑evident packaging, and climate‑appropriate containers protect your materials in transit. All shipments are fully insured against loss or damage.
Facility Security
Controlled access, surveillance, and strict handling protocols safeguard your documents throughout the capture process in our scanning facilities.
Return or Secure Destruction
Once digitization and validation are complete, you decide what happens to the
originals — with full documentation either way.
Secure Return of Originals
For records that must remain on file, ExtractIQ coordinates bonded return transport using the same chain‑of‑custody rigor applied during collection. Boxes and containers are relabeled to match the new digital structure, making it easier to align physical and digital archives going forward.
Validated Destruction
When retention policies and legal requirements allow, ExtractIQ arranges certified destruction of originals. Each batch is documented with a certificate of destruction, providing clear evidence that materials were disposed of securely and in compliance with your policies.
Built for Compliance, Security, and Longevity
Capture is designed for organizations that treat their records as critical assets — not just paperwork.
Regulated Industries Ready
Processes and documentation aligned with the expectations of utilities, infrastructure, and other highly regulated sectors.
Retention‑Aware Workflows
Capture plans are built around your retention schedules, legal holds, and discovery obligations from day one
Security by Design
Chain‑of‑custody, access controls, and facility safeguards are standard — not optional add‑ons.
Future-Proof Oupputs
Digital deliverables are produced in open, widely supported formats to reduce the risk of future lock‑in or obsolescence.
Ready to Unlock the Value in Your History?
Start with a Digital History Assessment and see how your records can become a living digital asset.
Contact us