Nowadays, the document digitization market in Vietnam is rapidly growing and is expected to significantly contribute to the country’s economic development in the near future. As we know, with the establishment and growth of organizations and businesses, the volume of documents, books, records, and files generated each year is enormous.
Currently, most of these documents are still being stored in centralized archives of various units without being properly categorized or systematically organized. In addition, some documents that were generated a long time ago have now deteriorated over time, causing difficulties in retrieving and extracting information.
Moreover, there are a number of agencies and organizations that have digitized part of their documents and stored them on computers to facilitate information search. However, simply scanning original documents and saving them in computer folders still causes challenges and consumes time, as office staff cannot memorize all the key metadata (such as issuance date, issuing authority, document code, or reference number) required for quick and accurate searches.
To address these needs, BPO.MP offers a comprehensive document digitization solution, in which a robust document management and retrieval software system plays a vital role.
Document Digitization Services:
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Digitization of ID cards and driver’s licenses | |
Digitization of tax records |
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Digitization of invoices | |
Digitization of business registration certificates |
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Digitization of timesheets | |
Digitization of customs declarations |
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Digitization of payroll records | |
Digitization of insurance declaration forms |
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Digitization of contracts (business, labor) | |
Digitization of image-based documents |
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Digitization of legal and regulatory documents | |
Digitization of voice recordings and video materials |
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Digitization of incoming and outgoing official correspondence | |
Digitization of other types of documents |
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Digitization of CVs, diplomas, and certificates |
Why Choose BPO.MP for Document Digitization Services?
This solution from BPO.MP enables organizations and agencies to save physical storage space while preserving documents and records in a systematic and scientific way. Each document or record is assigned a unique identification code and converted from a physical paper format to a digital version stored in a centralized system. Users can search for documents using keywords, without needing to recall the exact content or which document it belongs to. The software automatically searches within the full-text content of all stored files. Additionally, users can easily retrieve and copy content from these documents without having to retype the entire text, saving significant time and effort.
Therefore, implementing document digitization in practice is a highly practical and efficient solution. It streamlines the processes of searching, sharing, storing, and retrieving information in the fastest and most convenient way possible.
Hardware Technology:
- Advanced document scanning system.
- High-performance data processing computer systems with automatic backups to ensure no data loss or leakage.
Software Technology:
- Modern document digitization software, already operational and quality-assured, customizable based on customer or project requirements.
- The software allows automatic integration of data into storage systems, data analysis and reporting, and automatic exporting of data to full-text document search engines.
- Various search methods are supported, such as full-text keyword search, wildcard search, and field-specific search.
- The search engine and indexing system support full-text search functionalities.
- The software system can read and recognize content from image files like JPEG, PCX, PNG, PDF, BMP, and TIFF, allowing users to search document contents quickly and accurately.
- “Two-layer PDF Export”: Converts image-based PDF files into two-layer PDFs, enabling full-text search, copy, and content extraction from original documents.
Information Security:
- The operations department adheres to Information Security standards, and all staff undergo thorough training on data security protocols, including ISO/IEC 27001:2013. Every employee also signs a confidentiality agreement. Therefore, customers can rest assured that all digitized and stored documents will be absolutely secure.
- All stored document files are encrypted to prevent unauthorized access to the system and to ensure the confidentiality of textual and file information.
Human Resources:
Company staff are professionally trained and highly experienced, supported by a proactive project management team that is quick to adopt advanced technologies and modern workflows. They are also flexible in problem-solving and capable of working under pressure, ensuring that the document digitization process is carried out quickly, with high accuracy, and efficient information retrieval and extraction.
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