Data Digitization Services in Pakistan
Trusted by government & public sector institutions
Data Digitization Services in Pakistan
We convert paper archives, registers and legacy files into accurate, indexed, searchable digital records — for land authorities, courts, hospitals, insurers and corporate clients across Pakistan.
Selected institutions we have delivered for
- Punjab Land Records Authority
- Peshawar High Court
- State Life Insurance Corporation
- Punjab Safe Cities Authority
- Pakistan Kidney & Liver Institute
Why organisations digitise
Paper records cost more than the space they occupy
Most organisations do not start a digitization project because they want new technology. They start because something broke — a file could not be found when a court asked for it, an audit stalled, a record room flooded, or a right-to-information request arrived with a statutory clock attached.
Retrieval takes hours
A clerk walking to a record room and searching a register is the slowest step in most public-sector processes. Indexed digital records turn that into a search field.
Paper degrades and disappears
Humidity, insects, fire, flooding and simple misfiling destroy records permanently. Deeds, case files and policy documents are often irreplaceable.
Audits have deadlines
When a regulator, auditor or citizen request arrives, the time taken to produce a document becomes a compliance issue, not an administrative inconvenience.
Record rooms occupy prime space
Floor space used for storage in a government office or hospital is space not used for service delivery, and the volume grows every single year.
No backup means no recovery
A single physical copy has no disaster recovery. Digitised records can be replicated, backed up off-site and restored after any incident.
Systems cannot read paper
Any move to an ERP, EDMS or e-governance platform stops at the archive. Legacy records must be converted before a system can use them.
What we do
Our data digitization services
Each service below runs as a standalone engagement or as one stage of a complete archive conversion programme.
Document Scanning Services
High-volume production scanning of files, registers, deeds and ledgers. Document preparation, staple and binding removal, page-level quality control, re-assembly and return of originals in original order. On-site scanning where records cannot leave your premises.
EXPLORE DOCUMENT SCANNING →Data Entry Services
Keyed capture of structured fields from scanned or physical documents into your database, spreadsheet or application. Double-entry verification on critical fields, validation against your master data, and agreed accuracy thresholds defined before work begins.
EXPLORE DATA ENTRY →Document Archiving & Indexing
Classification and metadata tagging so records can actually be found. We design the index schema around how your organisation searches — by deed number, case number, policy number, CNIC or date range — not a generic folder tree.
EXPLORE ARCHIVING & INDEXING →OCR & Data Extraction
Optical character recognition to make scanned images full-text searchable, plus targeted extraction of specific fields into structured data. Handling for typed, printed and mixed-quality legacy documents, with manual verification where OCR confidence is low.
EXPLORE OCR & EXTRACTION →EDMS — Electronic Document Management
Deployment and configuration of an electronic document management system so digitised records are stored, versioned, access-controlled and retrievable. Role-based permissions, full audit logging and integration with your existing departmental systems.
EXPLORE EDMS →Large Format Scanning
Scanning of maps, mutation sheets, site plans, engineering drawings and oversized registers that standard sheet-fed scanners cannot handle. Essential for land records, town planning departments and construction archives.
EXPLORE LARGE FORMAT SCANNING →Not sure what your archive needs?
We will visit your site, assess volume and condition, and give you a written scope and timeline at no cost.
Sector expertise
Records we specialise in
Different record types need different index fields, different handling and different retention rules. These are the archives we have worked on directly.
Land & Property Records Digitization
Deeds, mutation records, registers, revenue records and cadastral maps. Indexed by deed number, khasra, khewat, owner name and date so a title chain can be traced without opening a register.
Archiving & indexing of missing deeds — Punjab Land Records Authority
Court & Legal Records Digitization
Case files, judgments, cause lists and registry records. Chronological integrity within each case file is preserved, and indexing follows case number, party name, bench and date of institution.
Data digitization project — Peshawar High Court
Insurance Records Digitization
Policy files, proposal forms, claim files and premium records. Indexed by policy number, policyholder CNIC and branch, with controlled handling of the personal and medical data these files contain.
Data digitization project — State Life Insurance Corporation
Housing Society Records Digitization
Allotment files, membership registers, transfer records, dues ledgers and plot files. Built so a society office can answer a member query or process a transfer without pulling a physical file.
Data entry and scanning — newly established housing societies
Medical Records Digitization
Patient files, admission records, diagnostic reports and consent forms. Indexed by MR number, patient name, CNIC and visit date, with strict confidentiality controls and restricted-access handling throughout the project.
EXPLORE MEDICAL RECORDS DIGITIZATION →HR & Personnel File Digitization
Service books, personal files, appointment and promotion orders, leave records and pension files. Organised by employee number and document category so an HR query takes seconds instead of a record-room visit.
EXPLORE HR RECORDS DIGITIZATION →How a project runs
Our digitization process
Every engagement follows the same controlled sequence. Each stage has a defined output, so you can see progress rather than waiting for a delivery at the end.
Site survey and scoping
We visit your record room, assess volume, document condition, sizes and binding types, and agree whether scanning happens on-site or at our facility. You receive a written scope, index schema proposal, timeline and cost before anything moves.
Collection and chain of custody
Records are boxed, barcoded and logged before leaving any location. Every box and file is tracked at each stage, so the position of any document is known at any point during the project.
Document preparation
Staples, pins and bindings are removed, torn pages repaired, folded sheets flattened and separator sheets inserted. This stage determines final scan quality more than the scanner itself does.
Scanning and image capture
Production scanning at agreed resolution and colour mode, with large-format and fragile items handled on dedicated equipment. Images are captured against the file structure defined in the approved scope.
Quality control
Page-count reconciliation against the physical file, legibility checks, skew and crop correction, and rescanning of any page that fails. QC is a separate pass by a separate operator, not a glance by the scanning team.
Indexing and metadata capture
Each document is tagged against the agreed index fields. Critical fields are double-keyed and validated so a search returns the right record, not a probable one.
Delivery and restoration of originals
Digital records are delivered in the agreed format and structure, loaded into your EDMS where applicable. Physical files are re-assembled in original order and returned, placed in storage, or securely destroyed against a certificate — whichever you instruct.
Confidentiality
Security and chain of custody
For land records, court files, insurance policies and medical records, confidentiality is not a feature of the service — it is the condition of being allowed to do the work at all. These controls apply to every project regardless of size.
Controls on people
- Signed non-disclosure agreement at organisation level before any record is touched
- Individual confidentiality undertakings from every operator on the project
- Background-checked staff on sensitive engagements
- Named project supervisor accountable for the archive throughout
Controls on records
- Barcoded tracking of every box and file from collection to return
- Access-controlled production area with restricted entry
- No removable media or personal devices in the scanning area
- Secure destruction against a written certificate where instructed
When records cannot leave your premises. For sealed archives, court registries and record rooms under statutory custody, we deploy scanning teams and equipment at your location and work under your supervision. Nothing is transported and the archive never leaves your control.
Delivered work
Projects we have completed
Public-sector and institutional archives, delivered under the same process described above.
Punjab Land Records Authority
Archiving and indexing of missing deeds — recovery, organisation and indexing of deed records for a provincial land authority.
READ THE PROJECT →Peshawar High Court
Data digitization of court records, with case-file integrity and chronological order preserved throughout the engagement.
READ THE PROJECT →State Life Insurance Corporation
Digitization of insurance records for Pakistan's largest life insurer, covering policy and claim documentation.
READ THE PROJECT →Housing Societies
Data entry and scanning of allotment, membership and plot records for newly established housing societies.
READ THE PROJECT →Capability
What we can handle
Public-sector tenders and institutional procurement ask these questions early. Here are the answers.
| Requirement | Our capability |
|---|---|
| Scanning location | On-site at your premises, off-site at our facility, or hybrid where sensitive records stay in place and the rest is processed centrally |
| Document sizes | A5 through A0 — loose sheets, bound registers, deeds, ledgers, maps, mutation sheets and engineering drawings |
| Document condition | Fragile, torn, bound, stapled, faded and water-damaged records handled with preparation and restoration before capture |
| Output formats | Searchable PDF, PDF/A for long-term archival, multi-page TIFF, JPEG, plus structured metadata as CSV, XML or direct database load |
| Index delivery | Index schema designed to your retrieval needs and delivered as a loadable file or populated directly into your EDMS |
| System integration | Delivery into your existing EDMS, ERP or departmental application, or deployment of an EDMS where you do not have one |
| Accuracy standard | Agreed accuracy threshold defined in the scope, verified by independent QC pass and double-keying on critical fields |
| Originals after scanning | Re-assembled in original order and returned, placed in managed storage, or securely destroyed against certificate |
Why Hizbullah Khan & Sons
What makes a digitization partner worth choosing
Public-sector delivery record
We have completed archive projects for a provincial land authority, a high court and a state insurer. Institutional procurement is a process we have already been through.
Indexing designed, not defaulted
The index schema is built around how your staff actually search. A perfectly scanned archive with the wrong index is still an unusable archive.
Independent quality control
QC is a separate pass by a separate operator with page-count reconciliation against the physical file, not a glance by the person who scanned it.
On-site capability
Where records are under statutory custody or simply cannot leave the building, we bring the operation to you and work under your supervision.
End-to-end scope
Survey, preparation, scanning, indexing, EDMS deployment, storage and destruction — one accountable partner rather than four vendors blaming each other.
Written scope before work starts
Volume, timeline, accuracy threshold, index fields and cost are agreed in writing. No scope that expands quietly once the boxes have moved.
Coverage
Where we work across Pakistan
We deliver data digitization projects nationwide. Teams and equipment are mobilised to your location for on-site engagements, including single-site archives and multi-location rollouts for departments with regional offices.
Islamabad & Rawalpindi
Federal departments, authorities and corporate head offices
Lahore
Provincial departments, land authorities, courts and institutions
Karachi
Financial institutions, insurers, hospitals and corporate archives
Peshawar
Courts, provincial departments and public-sector record rooms
Projects outside these cities are delivered regularly. If your records are elsewhere in Pakistan, tell us the location and volume and we will confirm mobilisation during the survey.
Common questions
Data digitization FAQs
Do our records have to leave our premises?
No. We offer on-site scanning where teams and equipment are deployed at your location and the archive never leaves your control. This is standard for court registries, sealed archives and records under statutory custody. Off-site processing at our facility is faster and more economical for large volumes, and a hybrid approach is common — sensitive files stay in place while the bulk is processed centrally.
How long does a digitization project take?
Timeline depends on volume, document condition and how much preparation is required. Bound registers with staples and fragile pages take considerably longer per page than loose modern files. We give you a committed timeline in the written scope after the site survey, because an estimate given before seeing the archive is a guess.
What does data digitization cost in Pakistan?
Pricing is driven by page volume, document size and condition, the number of index fields captured, and whether work is on-site or off-site. A large archive of uniform loose sheets costs far less per page than a smaller archive of fragile bound registers requiring restoration. We quote a fixed project cost after the survey rather than an open-ended rate.
What happens to the original documents?
Whatever you instruct. Files are re-assembled in original order and returned to you, placed into managed storage, or securely destroyed against a written certificate. For land, court and statutory records, originals are almost always returned — digitization supplements the legal record, it does not replace it.
Can you work with records that are damaged or fragile?
Yes. Document preparation is a dedicated stage of our process. Torn pages are repaired, folded sheets flattened, bindings carefully removed and fragile items handled on flatbed or large-format equipment rather than sheet-fed scanners. Condition is assessed during the site survey so the handling method is agreed before work starts.
Will the digitised documents be searchable?
Yes, in two ways. Indexing makes records findable by the fields you search on — deed number, case number, policy number, CNIC, date range. OCR makes the text inside documents searchable. Legacy and handwritten records vary in how well OCR reads them, so where confidence is low we verify manually rather than delivering an index you cannot trust.
Can you load the records into our existing system?
Yes. We deliver into your existing EDMS, ERP or departmental application in the format and structure it requires. Where you do not have a system, we can deploy and configure an EDMS as part of the project.
How do you guarantee nothing goes missing?
Every box and file is barcoded and logged at collection, and tracked at each stage. Page counts are reconciled against the physical file during quality control, so a missing page is identified during the project rather than discovered months later. The physical location of any document is known at any point.
Do you handle government tenders and procurement requirements?
Yes. We have delivered projects for provincial authorities, a high court and a state-owned insurer, and are familiar with public-sector documentation, evaluation criteria and reporting requirements. Capability statements and project references are available on request.
Who owns the digitised data?
You do, entirely. The records, images, index data and metadata are your property. We hold no rights over them, retain no copy after handover beyond what you authorise, and are bound by the confidentiality agreement signed before the project began.
Start with a free site survey
We will visit your record room, assess volume and condition, propose an index structure and give you a written scope, timeline and fixed cost. No charge, and no obligation to proceed.