Make 40+ years searchable.
Make 40+ years searchable.
AI-powered backfile conversion and full-text search.
AI-powered backfile conversion and full-text search.
Built by Cott Systems
National leader in digital imaging, archival indexing, and backfile solutions for public offices.
Trusted support for microfilm, microfiche, QA/QC, and chain-of-custody processes.
What counts as a backfile?
Legacy records not digitally searchable: bound volumes, plats/map books, scanned PDFs, TIFFs, microfilm, legacy index data.
Unsure if your records qualify? We assess all formats - historical, scanned, micrographic, or exports.
Backfile vs Day-Forward
Backfile conversion transforms historical archives with OCR, indexing, and unified search. Ideal for searching decades of records fast.
Day-forward scanning keeps new documents searchable from day one. Prevent backlogs, standardize workflows, and ensure consistent metadata.
Pair both options for complete digital transformation and discoverability.
How it works
Digital imaging: Upload existing PDFs/images, or convert physical archives by scanning.
OCR + AI indexing: Full-text search with review options, archival tagging, and QA/QC.
Search & export: Google-like search, export in formats/naming conventions for your workflows. Pilot-first to prove value.
QA/QC checks
Accuracy and legibility met for public records.
Accuracy and legibility met for public records.
Accuracy and legibility met for public records.
Chain-of-custody
Optional workflows for sensitive batches.
A practical backfile plan
Start with 1,000 docs, single book series, or one year - validate OCR and search fit first.
Optionally pair with day-forward to avoid future backlogs. Book a discovery call to begin, and try a pilot batch.
How does it work?
Do we need perfect indexing to start?
No—start with what you have; improve iteratively.
What formats do you accept?
PDF, TIFF, images, scans; microfilm/microfiche via conversion.
What’s the difference between OCR and archival indexing?
Full-text search enables plain-language results; archival indexing tags key fields.
Do we need perfect indexing to start?
No—start with what you have; improve iteratively.
What formats do you accept?
PDF, TIFF, images, scans; microfilm/microfiche via conversion.
What’s the difference between OCR and archival indexing?
Full-text search enables plain-language results; archival indexing tags key fields.
Do we need perfect indexing to start?
No—start with what you have; improve iteratively.
What formats do you accept?
PDF, TIFF, images, scans; microfilm/microfiche via conversion.
What’s the difference between OCR and archival indexing?
Full-text search enables plain-language results; archival indexing tags key fields.
Will it work for my County?
How accurate is OCR/AI-assisted indexing?
Quality depends on scans; includes QA/QC and human review.
Can you match our naming conventions and indexing standards?
Yes - deliverables align to your system’s conventions.
Can we export results to our existing system?
Yes - outputs are configurable for system compatibility.
How accurate is OCR/AI-assisted indexing?
Quality depends on scans; includes QA/QC and human review.
Can you match our naming conventions and indexing standards?
Yes - deliverables align to your system’s conventions.
Can we export results to our existing system?
Yes - outputs are configurable for system compatibility.
How accurate is OCR/AI-assisted indexing?
Quality depends on scans; includes QA/QC and human review.
Can you match our naming conventions and indexing standards?
Yes - deliverables align to your system’s conventions.
Can we export results to our existing system?
Yes - outputs are configurable for system compatibility.
Ready to test your backfile?
Ready to test your backfile?
Pilot with real docs. Minimal effort, clear results.
Pilot with real docs. Minimal effort, clear results.
Pilot with real docs. Minimal effort, clear results.
