COMPREHENSIVE DOCUMENT DIGITIZATION SOLUTIONS FOR LIBRARIES

The era of Industry 4.0 technology has been developing ever more powerfully, making the application of information technology in library document digitization no longer an unfamiliar concept. Alongside the emergence of numerous advanced technologies, software, and equipment to optimally meet all user needs, library operations have also made increasingly far-reaching and broader strides. More specifically, this involves the intervention of technology in document digitization with the aim of providing users with perfect experiences.

As library document digitization activities become more prevalent to best serve the field of library document digitization and become one of the most common professional activities today. However, despite more than 20 years of implementing document digitization in Vietnam, the pace of document digitization remains quite slow. This has become a shortcoming, requiring library units to establish close links with each other to apply a standardized library document digitization process along with modern software to enhance the quality and efficiency of digitization.

Why is Document Digitization Necessary in Libraries?

Document digitization in the library sector is the process of converting traditional documents into an online electronic format that can be stored on electronic devices for the purposes of preservation, sharing, and online service to users.

Digitizing library documents to improve user experience

>> See more: WHAT IS DOCUMENT DIGITIZATION?

If, in the past, the traditional method of storing documents in libraries always faced issues such as:

• Lack of flexibility and convenience in sharing necessary document information between libraries, as well as between libraries and readers.
• Many old library documents are often no longer published or re-published, thus requiring soft copies for timely access, printing, etc., in necessary situations to serve work.
• The impact of termites, moths, animals, etc., also directly threatens the preservation of rare documents in libraries.

Facing these existing shortcomings, the digitization of electronic libraries is an extremely necessary and important matter that needs investment and implementation in our country. Although it was implemented more than 20 years ago, document digitization activities in our country have not yet made comprehensive progress. Even though 51 out of 63 libraries in provinces and cities have activities for online preservation, sharing, and serving, the quantity of digitized documents remains small, not yet meeting user demands.

It can be affirmed that the benefits of current document digitization activities are immense, as they can both preserve rare documents (easily damaged by time) for a long time and quickly share documents. Furthermore, this activity optimally serves the needs of all readers, no matter where they are or at what time, as long as they have an Internet connection.

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

What are the Outstanding Advantages of Library Document Digitization?

Overall, digitization in libraries is an extremely necessary and important issue, especially in today’s rapidly booming digital age. Essentially, this activity currently possesses the following outstanding advantages:

• Helps significantly reduce the area and storage space for documents in current libraries.
• Increases the lifespan and usage duration of archived documents, allowing them to be preserved and maintained longer.
• Easier to expand the scope of the community using information resources of information agencies and libraries across a wide area.
• Increases the ability to access and search for document information anywhere, anytime, in the fastest and easiest way for users.
• More convenient for sharing information resources of the library with other libraries, as well as from one user to another.
• Minimizes human resources, saving effort for managers of traditional information resources.
• Adds more utilities such as editing, reusing, and easily converting to other types of digital data in the quickest way.

Digitizing documents in libraries with many outstanding benefits

Challenges in Library Document Digitization

Despite the advantages of current library document digitization services, digitization activities in libraries still face many difficulties and shortcomings that need to be addressed.
The challenges in library document digitization include the following points that need attention:

Firstly, regarding copyright issues of works
Libraries can only digitize documents for research and reference purposes, not for copying and distributing these copies to the public. To do so requires copyright agreements, which still pose many difficulties and shortcomings for libraries in current document digitization activities.

Secondly, regarding human resources, equipment, and funding
The digitization of library documents requires going through many different steps, from scanning documents – processing digital data – cataloging – indexing and backup – quality control – uploading to the system – quality checking, etc. These tasks always demand a large and highly qualified workforce.
Furthermore, library document digitization equipment also requires investment, but libraries often lack sufficient funding to optimally address this issue. As a free service model, libraries do not have much funding to invest, upgrade, and develop comprehensively.

Thirdly, regarding specific policies for digital libraries
Currently, regulations on author’s copyright and protection of author’s creative works are still not clearly defined. Meanwhile, the operational model of libraries is to serve the community for free, which still leaves digital libraries with many shortcomings. Therefore, it is necessary to have appropriate and essential policies tailored to the unique characteristics of digital libraries to encourage document digitization activities for rapid and widespread information sharing.

BEST DOCUMENT DIGITIZATION SOFTWARE FOR BUSINESSES

Choosing a quality library document digitization solution at BPO.MP
By choosing BPO.MP, customers can completely feel secure and confident due to our strong advantages and capabilities, specifically:

Choose a quality library document digitization solution at BPO.MP

By choosing BPO.MP, clients can be completely confident thanks to our strong capabilities and competitive advantages:

• BPO.MP is a professional Business Process Outsourcing (BPO) company specializing in document digitization, data entry and processing, data labeling, DTP image processing, AI research support, and other customized outsourcing services. Established in 2017, MP BPO has offices in Da Nang, Hanoi, Ho Chi Minh City, and Tokyo, serving clients in Vietnam and worldwide.
• With extensive experience and adaptability in implementing digital transformation and document digitization solutions, BPO.MP is committed to delivering high-quality services, cost efficiency, and fast turnaround times. Our goal is to help organizations build modern digital libraries and optimize data management processes effectively.
• Guided by the philosophy: “When technology moves forward, businesses should never be left behind”, BPO.MP integrates the strengths of both Vietnamese and Japanese business cultures to deliver world-class BPO services. We are dedicated to helping our clients in Vietnam and across the globe keep pace with global trends in digitalization and AI-powered outsourcing solutions.
• Our competitive pricing model is tailored to diverse customer needs and different types of digital libraries, ensuring the most cost-effective and optimized solutions compared to other providers in the market.

As the Fourth Industrial Revolution (Industry 4.0) continues to advance with powerful breakthroughs and future technological innovations, document digitization in libraries has become an essential and inevitable trend. This shift presents both opportunities and challenges for libraries in Vietnam, requiring them to continuously adopt new technologies, digitize collections, and modernize operations. Only by doing so can libraries remain resilient and grow sustainably in the digital age.

Building digital libraries today is not only about following global trends but also about meeting the core demands of the library sector itself. That is why choosing library document digitization services from MP BPO is the smartest and safest decision for institutions seeking long-term development. With proven expertise and tailored solutions, BPO,MP helps libraries optimize their functions, improve efficiency, and keep pace with the fast-changing digital landscape.

👉 Don’t wait until your library is left behind—contact BPO.MP today via Hotline for quick consultation and professional support.