BUILDING AN ISO-COMPLIANT DOCUMENT DIGITIZATION AND ARCHIVING PROCESS (2023)

In the era of technological explosion, businesses are gradually stepping into the “race” of business known as the “digital age.” To avoid falling behind, companies are adopting the document digitization process to solve the challenging issues of storage, retrieval, usage, sharing, and document security.

Previously, traditional storage methods caused businesses to incur high costs for printing, storing, renting warehouses, reproducing documents, and hiring staff to manage documents. Additionally, a significant amount of time was spent searching for documents, but there was no guarantee that the document would meet the required needs. Today, the digitization model has emerged to solve all of these problems and obstacles. By applying modern technology, the document digitization process has helped businesses convert paper-based (analog) information into digital (digital) form. This allows them to manage, search, use, and share documents via computers quickly and easily.

The Goals of Implementing Document Digitization and Archiving Processes

The reason why businesses implement the document digitization process is to handle business procedures in the most efficient and optimal way. To achieve these goals, storage systems must perform the operation of converting data from traditional formats to digital formats.

Optimizing Workflow with Document Digitization

Thanks to the document digitization process, users will achieve the following basic goals:

• Extend the lifespan of original documents, reducing the risk of loss and damage.
• Standardize all documents into a single format.
• Centralize documents for easier management and utilization.
• Save storage costs and time spent searching for documents.

DATA DIGITIZATION: HOW TO CREATE VALUES AND COMPETE IN THE MARKET

Document Digitization and Archiving Process According to ISO/IEC 27001:2022 Standard

The document digitization process according to the ISO/IEC 27001:2022 standard is a process that adheres to international information security requirements and standards. Specifically, the document digitization process will be carried out in the following 5 basic steps:

Step 1: Receive the selected documents for digitization

The document digitization service provider will directly receive the documents handed over by the client or come to the company to collect the documents that need to be stored. These documents will be selected depending on the usage objectives of each business. For example, if the company wants to store important documents, the data used must be rare and important.

Step 2: Prepare the documents

The tasks to be performed include:

• Prepare paper clips and hard covers to flatten the documents that need to be scanned.
• Classify the documents by their different formats, such as regular paper documents, bound books, images, and blueprints. Each type of data will have a different scanning method. Specifically, for bound documents, the most advanced technique, Bookscan, will be used to quickly and accurately copy them.

Step 3: Scan and Set Up the System

The steps for scanning and setting up the system include: Scan → Name the document → Choose the format → Rebind or clip the documents as they were → Create metadata.

Among the 5 steps in the data digitization guide, this step is the most crucial, as it determines whether the conversion from analog to digital is accurate. These data will be embedded through a specialized application to create metadata. At the same time, this information will also be pre-formatted according to the company’s requirements.

Step 4: Check the Digitized Documents

Review the converted documents to ensure they are complete and accurate. If any errors are found, the scanning process must be repeated.

Step 5: Acceptance and Handover of Digitized Documents

Once the service provider has completed the digitization process, the original documents will be handed back to the company as per the previously agreed-upon security requirements. In addition, the outsourcing service provider will propose effective storage methods such as cloud storage, servers, or specialized storage devices. On the other hand, if the company requires it, the service provider may integrate the database or storage system across the entire company’s system.

To ensure that the data conversion process is as effective as possible, businesses should research the activity and select a reputable service provider with high professional competence. This way, the information copying process will proceed on schedule and data security will be effectively maintained.

ISO STANDARD DIGITALIZATION SOLUTIONS

Concurrent Tasks During the Document Digitization Process

During the document digitization process, several tasks are often carried out simultaneously to ensure the process is efficient and effective. These tasks typically include:

Tasks Carried Out Simultaneously During Document Digitization

Selecting the Image File Format

Before scanning and digitizing documents, it’s essential to determine the appropriate image file format for storing the digital files. Common formats such as JPEG, TIFF, or PDF can be used depending on the specific requirements and intended use of the digitized documents.

Choosing a Storage Medium

The storage medium is where the digitized documents are stored and preserved after the digitization process is completed. Popular options include hard drives, CDs/DVDs, electronic storage devices (USB), or cloud storage systems. Choosing the right storage medium ensures the safety and convenience of storing and accessing digital documents in the future.

Setting Up a Metadata System

Metadata refers to descriptive information about digitized documents, such as title, author, creation date, and relevant keywords. Establishing a metadata system makes it easier and faster to search for and retrieve documents. Digital document management tools and software allow users to organize and manage metadata efficiently and systematically.

Key Requirements After Completing the Document Digitization Process

Upon completing the document digitization process, the following five key requirements must be met to ensure the success and effectiveness of the project:

Key Requirements After Completing the Library Document Digitization Process

• Color Images: All scanned images must be in color format. Converting scanned files to black and white is strictly not allowed.
• Resolution: The resolution of scanned images must be at least 200 dpi to ensure clarity and quality.
• File Format: All digitized documents must be saved in PDF/A format. Additionally, files should be editable, allowing users to add, remove, or modify content as needed.
• PDF Searchable Capability: Users need to integrate this feature in order to extract and search documents. Without PDF Searchable enabled, files in this format cannot be read.
• Vietnamese OCR Recognition: This is a basic requirement, but very few providers offer this feature to customers. However, it is truly essential for practical use, so businesses should research whether the provider supports OCR recognition before deciding to cooperate.

The document digitization process is carried out to convert data from paper documents, images, or drawings into digital formats that are stored on computers. This process helps businesses eliminate the risk of documents being lost or damaged during storage. At the same time, it reduces printing costs, warehouse rental expenses, and the need to hire staff to manage physical documents. Moreover, digital transformation allows employees to save time when searching for documents, and the information retrieved is often more accurate compared to traditional methods.

However, to ensure the digitization process is performed accurately, businesses should seek support from professional service providers. Among them, MP BPO is the top choice. With over 20 years of experience in delivering technological solutions, MP BPO guarantees to provide customers with world-class, professional, and highly effective services. For detailed consultation on pricing and workflow, please contact us today for a free consultation.