September 25th 2015 December 25th 2015

To:
Whom It May Concern
I.T. Officer/Procurement Manager
Nairobi, Kenya.
RE: TENDERING FOR DOCUMENT DIGITIZATION SERVICES FOR IMPETUS TRADING LTD

Impetus Trading Company Ltd is a limited company registered and incorporated under the
Companies Act (Cap 486 of the Laws of Kenya) registered on the 9th day of July the year 2010.
The companys registered head office is situated on the 2nd floor of Marmanet House, Mukoma road,
Nairobi.
We are pleased to introduce to you our services as document digitization and archiving partner.
With the latest document digitization equipment we can offer you synergy and affordable document
digitization and archiving services.
What does document digitization entail?
This process is different normal scanning and photocopier services. Document digitization is basically
tailored to help clients do two main things: to reduce their physical space requirements, and, quicken
their document search and retrieval system(s).
The process of document digitization seeks to scan and digitally convert large volumes of physical
documents and images of any kind, in any format.
This has become essential in this information age where there is a need to integrate and share diverse
sets of data across systems while maintaining a delicate balance when moving data between those
systems. Moreover, document digitization enables firms to preserve integrity, allow and manage access,
and share a diverse combination of information across respective departments especially with regards to
digitizing historically and culturally significant data.
Document digitization allows for dynamism because it allows for a wide variety records and documents
to be converted into an electronic format including, but not limited to, invoices, purchase orders,
microfilm, X-rays, insurance documents, seismic sections, observer logs, medical, academic and legal
documents, plans and technical drawings, and, questionnaires and surveys.
In addition, digitized documents are converted to a variety of formats such as .jpg, pdf, tiff, with variable
resolutions. As an added bonus scanned documents are captured in true colour, monochrome or
grayscale, depending on the clients requirements and budget.
Our world class machinery allows us to scan and index large quantities of documents quickly and
effectively. Impetus Trading will also ensures that documents are prepared prior to, and, after
digitization.

We will liaise with your respective I.T. department and staff in order to index and catalogue digitized
records and documents in order to ensure ease of use and simple loading integration into your systems.
Why should you and your firm digitize?
Document digitization confers a wide range of crucial benefits including:

Reducing storage costs and data management costs: Ninety percent of documents handled in the
workplace are paper-based. Document digitization minimizes storage space, but, most importantly
improves access to "filed" documents.
It allows workers to retrieve and access information faster: business processes are streamlined
making sure information is delivered to the right person at the right time, optimizing processing time
and therefore improving productivity and efficiency.
Searching for documents wastes time and this money. In essence 30% of a workday is often spent
searching for documents. Document digitization provides immediate responses queries, enhancing
customer service by enabling faster response times.
Eliminating loss of, or, misfiling and misplacing of documents: documents are archived in a structured
and secure manner maintaining integrity while reducing risk of loss or misplacement.
Improves risk management preparedness, back up compliance enabling firms to meet legal
requirements.
Improved information accessibility with digitization workers in different departments or locations
can all have access to the same decentralized, and, therefore readily accessible, information through
their networked computers.
Preventing document deterioration and damage
Preserves sensitive and critical documents
Digitally enhancing damaged or poor quality originals
Allows for legal discovery

If this interests you please contact me so that we can have an introductory meeting and work on
how to achieve your digitization goals.
I look forward to your response and positive business partnership.
Yours faithfully

Muturi Gachuhi
Operations Director

Impetus Trading Company Limited

M: (+254) 0722267291 E: impetus.trading@gmail.com