Construction document digitisation
We process supplied digital scans, PDFs and drawing files into structured construction records. Text extraction, consistent naming and indexing make the archive easier to search and review for golden thread building safety work. We do not collect or scan physical records.
Why legacy records need digitising
For occupied higher-risk residential buildings in England, accountable persons must keep prescribed information and take practicable steps to obtain missing records. A legacy archive may include digital copies of drawings, inspection sheets and certificates. Review what is held, what it relates to and what remains unverified before bulk processing. See GOV.UK golden thread guidance.
Digitising is not just scanning. It is producing searchable files, naming them consistently, and indexing them so the resulting records are actually usable in the golden thread and your CDE.
Scope of the work
- Source review - assess supplied digital files and agree the extraction fields
- OCR - searchable text layer on documents, with accuracy verification on key fields
- Drawings - capture references and revision information visible in supplied files
- Naming - files renamed to your convention (or ISO 19650) so they fit the existing structure
- Metadata and indexing - dates, document types and references captured into a register
- Delivery - structured file set, ready for your CDE or the golden thread pack
Where this connects
- Golden thread for existing buildings - supplied digital history is organised for review
- Reasonable enquiries made real - digitised archives are the record of what was found
- Searchable in emergencies - indexed references help users locate the relevant drawing
- Handover value - the digital asset stays with the building, not the storeroom
How your records are handled
We agree the transfer method and processing environment before work starts. We process digital records within the agreed scope and flag unreadable or uncertain information for review. See our data-handling information.
Questions, answered
Do you collect physical documents from our site?
No. We work with digital files you supply. Arrange any physical scanning separately before sending the resulting files for processing.
What file format do you deliver?
We agree the output format and register fields during scoping, based on your source files and destination system. Send a representative digital sample so we can confirm what can be extracted.
Can you process scans made from microfilm or aperture cards?
We can assess digital scans supplied from these sources. Physical conversion requires specialist scanning equipment and is outside our service. Legibility and the required fields determine the processing scope.
How accurate is the OCR?
OCR quality depends on the source: clean typescript scans very well; handwritten annotations need human verification. We verify key fields (dates, numbers, names) manually where they matter for compliance, and flag anything unreadable rather than guessing.
How does digitisation connect to the golden thread?
For occupied higher-risk residential buildings in England, golden thread information must be kept digitally. Naming and indexing supplied records helps responsible people review what is held and identify gaps. Processing does not establish that a building is safe or compliant.
Related guides
- Golden thread for existing buildings - the retrospective duty this serves
- CDE data entry - uploading the digitised records into your CDE
- Golden thread data management - structuring and validating the full set
Need help putting this into practice?
We process, structure and validate golden thread records so they answer the regulator's questions. Every project is scoped and quoted individually.