Legacy Paper O&Ms to Digital Conversion

Do you have unwieldy boxes or folders full of paper O&M documents in different formats that need to be collated, and organised into a user friendly, digital, standardised structure? COGNICA will do this for you utilising our paper to digital O&M conversion service.

What's involved?

Documents are assessed and organised, then digitally scanned for storage in our O&M portal. Each document is supplemented with accurate meta data adding rich classification tags to organise into the desired structure. Your new digital O&M manuals can be securely delivered in many formats included, into your SharePoint, your CDE system, as NavDoc digital manuals, and more, allowing for easy access and future updates to be readily added

Fully project managed service

A dedicated project team will manage your project from start to finish, ensuring every task is expertly managed. COGNICA collate, organise, upload and quality check documentation to produce a professional handover, reducing your administrative burden, cost of delays and increasing your compliance.

Digital scanning of paper documents

Whether a new build or legacy, COGNICA can digitalise your O&M and H&S information supporting you with The Building Safety Act and Golden Thread. Maintain visibility and reliability with a digital O&M handover solution that has a user-friendly interface, tailored to your requirements. 24/7 visibility to track & review all documents in one place.

Highly structured document in Matrix

Your documents are digitally scanned including Optical Character Recognition (OCR) with the ability to search content across all documents, and structured in to meet your templates (or COGNICA’s standard template) making it even easier to access and retrieve information from your digital library.

Published digital O&M manual

An O&M Manual is not only about the collation of documents, but about producing a successful and professional handover. We offer a range of O&M manual delivery formats to suit you and your clients’ requirements. We can even work with your existing CDE software e.g. Aconex/ ViewPoint to extract approved documents to package into a modern digital O&M manual for handover.

NaviDoc image


With over 6000 building handover projects and 6 million documents converted to digital O&Ms since 1998, COGNICA are experts in the collection, structuring, digitisation, and delivery of Operations & Maintenance information. Fully managed conversion of estates and facilities management documentation to digital portfolios, fully categorised, organised and delivered in a variety of final formats including digital NaviDoc O&M manuals, SharePoint, hosted in our platform, imported into your CDE platform and more. No project too big or too small.

COGNICA - Legacy Paper O&Ms to Digital Conversion

Reduce your carbon footprint

Whilst COGNICA do offer a hard copy printed paper manual for O&M manuals, COGNICA are an active supporter of the Woodland Trust and we encourage our customers to contribute a carbon offset donation with every request for a printed manual which is passed onto the Woodland Trust.

I would have no hesitation in recommending COGNICA. They managed the preparation of our O&M Manuals for the hospital without issue and provided the documents to the timescale requested and our Client's satisfaction

Document Controller, Royal National Orthopaedic Hospital, Balfour Beatty

Providing clients with complete confidence

COGNICA’s quality management systems provide our clients with complete confidence in the reliability of our products and solutions and is a registered member of the ICO for Data Protection under reference ZA751681.


COGNICA hold a number of active quality certifications including ISO 9001 certification for collation and delivery of information (DNV), ISO 14001 for its Environmental Management System (DNV), ISO 45001 Occupational Health and Safety System (DNV), ISO 19650-2 for BIM Level 2 delivery (BSI). In addition, COGNICA hold further accreditations in Builder’s Profile Premium, Constructionline Gold, Achilles UVDB Silver, Acclaim (SSIP scheme), IHEEM affiliate and CSCS cards for construction site safety.

Our projects

High quality project management.

View all projects
Glass Futures, Bowmer & Kirkland - O&M Documentation Management

Glass Futures, Bowmer & Kirkland

O&M Documentation Management

Bowmer & Kirkland were having delivery issues with their current provider and reached out to COGNICA to help.

The Cheng Yu Tung Building, BAM - O&M Documentation Management​

The Cheng Yu Tung Building, BAM

O&M Documentation Management

COGNICA facilitate and supervise the compilation and creation of the Operations and Maintenance Manual

Prince Charles Hospital, Tilbury Douglas - O&M Documentation Management

Prince Charles Hospital, Tilbury Douglas

O&M Documentation Management

This project consisted of upgrading and extending the facilities over several phases. This was a BIM Level 2 Scheme.


O&M Quotation Enquiry

Please contact us to enquire about COGNICA's solutions, services and quotations:

I agree to receive emails and calls from COGNICA.