What is Document Digitization?
Document digitization, also known as documentation digitization, is a process in which paper documents are converted to a digital version. As a result, the information contained in them becomes not only easily accessible, but also safe. Archiving documents in a digital version also allows you to maintain order and avoid situations in which a given document disappears from the archive in an unknown way.
Document digitization itself usually comes down to scanning materials in a paper version, thanks to which it is possible not only to conveniently store and search them, but also to share, sign, approve, register or edit them. The introduction and maintenance of a consistent digitization system makes the document flow more efficient, and the company thus gains multi-level benefits. Many processes can be simplified in this way, and unnecessary activities that take up time can be completely eliminated.
Once documents are digitized, ongoing management, circulation and maintenance of the information lifecycle begin. This process is based on dedicated programs such as SwifDoo PDF, which takes care of PDF edit, security and format conversion (i.e., PDF to DWG), etc.
Document Digitization – What is Worth Knowing About It?
The process of document digitization could not be fully effective without the so-called OCR function. Thanks to the use of the OCR program, you can recognize text and find selected letters and graphic characters in it.
In order for text recognition to proceed properly, it is extremely important to ensure the best possible quality of the original document that will be entered into the OCR program, as well as the form in which it is presented. To be sure that the digitization of documents and the process of digitizing the archive will proceed correctly, it is worth entrusting this task to professional companies. Thanks to this, you can be sure that the digital archiving of documents will proceed smoothly, and the data will be preserved in the appropriate form, and that all procedures will be taken care of.
In addition, companies dealing with data digitization operate confidentially – so there is no fear that something will get out of the “company walls”. When digitally archiving documents in a company, the ability to choose any categorization options is also very important, so that they work best in a given company and facilitate its functioning.
Why is Document Digitization Important?
Document digitization is a solution that more and more companies are implementing. This is the result of the numerous benefits that can be obtained in this way.
When analyzing the most important advantages of document digitization, the following should be mentioned:
- The ability to save a significant amount of space, because the digital archive can be located on a disk, server or in the cloud;
- The ability to organize documents, because digitization makes it easier not only to store them, but also to catalog them;
- The ability to streamline many different processes, because document circulation becomes not only faster, but also better organized;
- Reduction of operating costs, because document digitization allows for reducing the consumption of office supplies or expenses related to sending traditional correspondence;
- Increase in the quality of customer service, because the company will be perceived as modern and well-organized in this way.
How to Organize Document Digitization in the Company
To carry out this process in a company, you need to prepare appropriately.
Organizing document digitization requires a significant investment of time and possession of a scanner and, of course, a computer and specialist software. It can be done by one employee, but the more people carry out this task, the faster it will be completed. However, this is largely an individual matter, depending on the size of the company and the number of sheets that need to be scanned.
The archive should be properly prepared for digitization – collect all sheets in one place, remove staples, paper clips, remove sheets from binders and plastic sleeves, unpin any notes with annotations and perform other necessary activities.
To organize this process, it is also worth considering the structure of folders or other spaces in which the company’s content will be stored. This will make searching for specific documents after scanning convenient and intuitive.
In some cases, they should be password-protected to maintain data confidentiality and protect them from access by unauthorized persons. During scanning and digitization, it is also worth carefully choosing the names of folders and files to easily find the sheets you need.
How to Implement Digitalization in Your Company
If you want to implement document digitization in your company, you must first decide whether all documents will be processed and archived in digital form, or whether digitization will only cover specific areas.
Next, it is necessary to implement appropriate software that will not only allow you to scan paper documents, but also catalog, search, or share them. Of course, it should be tailored to the needs of the company, which will allow you to handle the processes it carries out.
Effective document digitization cannot do without an OCR tool, which can recognize scanned text, and therefore allows you to not only read data, but also supplement documents or edit them.
