THE FASTEST AND MOST COST-EFFECTIVE WAY TO DIGITIZE DOCUMENTS

Document digitization is one of the common methods applied by businesses to transition their business models to the digital economy platform. This activity is not merely a trend, but has become an inevitable issue that every company should implement.

Specifically, document digitization software helps convert traditional formats such as paper documents, records, images, drawings, etc., into digital formats and manage them easily through software. This eliminates the risks of loss, misplacement, or damage to paper documents. Additionally, it optimizes work productivity. Users can quickly and accurately search for documents. To better understand the process of document digitization and the tasks that need to be carried out when converting data, let’s follow along with MP BPO in the following article.

Understanding Document Digitization 

Document digitization is the process of converting information and data from traditional formats such as paper documents, images, printed materials, etc., into digital formats (digitization) for easier storage, management, and retrieval. The method of digitizing documents allows the transformation of information into digital forms, typically electronic files such as PDF, DOCX, JPEG, PNG, etc.

Document digitization is one of the essential processes when implementing digital transformation in a business

The document digitization process typically involves scanning paper documents to create digital images and/or using OCR (Optical Character Recognition) tools to recognize and convert characters in the images into editable text. The reason why digital transformation is increasingly developing and being adopted by most businesses is due to the following reasons:

• Storage space savings: Digital documents can be stored on computers or electronic storage devices, reducing the need for physical space for paper document storage.
• Easy management and search: Document digitization allows for efficient organization and management of information, and quick retrieval through search and categorization tools.
• Security and easy backup: Digital documents can be encrypted and backed up periodically to ensure security and prevent data loss.
• Convenience in sharing: Digital documents can be easily shared via email, social media, or other communication systems, enhancing the ability to transmit information

BEST DOCUMENT DIGITIZATION SOFTWARE FOR BUSINESSES

How to Digitize Documents for Professional and Standardized Storage

Typically, depending on the data transformation goals, the digitization process is carried out in different sequences. However, the basic document digitization process is carried out through the following 5 steps:

Regulations on Document Digitization for Storage? Steps for Digitizing Documents for Business Storage

Step 1: Receive Documents for Digitization Storage

The standard document digitization process requires users to identify the documents that need to be digitized. In reality, every company’s archive is vast, so it is not possible to digitize everything at once. Instead, the documents need to be categorized and processed in stages.

Start by identifying and receiving the documents that need to be digitized from the source or client request (for third parties). Ensure that you have complete information about the number of documents, their format, and the specific requirements of the project.

Step 2: Prepare and Organize Documents

The preparation and inspection of documents are carried out through the following steps:

• Prepare documents, including folders, staples, and clips.
• Flatten the documents to be scanned.
• Categorize the documents into different types, ensuring there is no duplication and that the documents are not torn (for individual pages to be scanned). For bound documents, additional technology such as Bookscan should be used to ensure the process is quick and efficient.

Step 3: Set Up the System

Choose the appropriate document digitization software or Document Management System (DMS) that fits the project requirements. Ensure that the system is correctly installed and compatible with the document formats to be digitized.

Proceed to scan the documents, set up images, formats, and file names. Organize and bind or clip the documents that have been scanned. Finally, create metadata and store it in the computer system.

Step 4: Quality Check of Documents

The standard document digitization process cannot skip the quality check step. This activity involves reviewing the content, format, images/writing/sound, etc., and then discarding or rescanning any data that does not meet the required standard.

Step 5: Acceptance and Handover of Documents

Once the document digitization is completed, proceed with the acceptance check to verify the accuracy and completeness of the digitization process. Handover the digitized documents to the client or the storage unit as requested. Ensure the client receives the correct quantity and format of the converted documents.

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

Tasks to be Performed Simultaneously During Document Digitization

An effective document digitization process requires performing multiple tasks concurrently to ensure the process is carried out quickly and meets the specific project requirements. Key tasks include:

Document Digitization Process for Libraries: Key Tasks to Be Performed Simultaneously During the Digitization

Choosing Image File Format

Decide on the appropriate image file format for document digitization. Common formats typically used are JPG, PNG, or TIFF. Each image format has its own advantages and disadvantages. Therefore, choosing the right format will affect the quality and file size of the digitized image.

Selecting Storage Medium for Digitized Documents

The storage medium will be the place where digitized documents are kept for the long term. Thus, users need to choose an appropriate device to meet the requirements for capacity, security, and durability. Below are the most commonly used storage media:

• CD: Average lifespan of 5 years
• DVD: Average lifespan of 8 years (8 times the capacity of a CD)
• Hard Drive: Can store documents for up to 10 years
• NAS Network Storage Device: Can store documents for up to 20 years
• Magnetic Tape: Data retention period of 25 years
• Industrial Paper: Can store for 50–60 years
• Dó Paper: Average lifespan up to 400 years
• Microfilm: Very long lifespan, can store for over 500 years
• Specialty Paper: Longest storage life, can last 1000 years or more

Setting Up Metadata

Metadata refers to the information that describes the digitized document, such as the title, author, creation date, keywords, subject, and other relevant details. A standard document digitization process cannot overlook the step of setting up metadata, as this activity makes managing and searching for documents much easier and more efficient.

Additionally, through metadata, users can identify technical specifications such as data size, business categories, etc. This information will help users find the right document even when specific details about the document are not available.

WHAT IS DOCUMENT DIGITIZATION? THE ROLE OF DOCUMENT DIGITIZATION SERVICES FOR BUSINESSES

The article above has provided comprehensive information on how to digitize documents and the tasks that need to be performed concurrently when converting data into digital format. It is clear that this activity is essential and offers numerous benefits for businesses. However, most individuals, organizations, and companies do not have enough manpower and tools to digitize data in a professional, efficient, and accurate manner. Therefore, collaborating with an outsourcing technology service is the most accurate and effective choice at this point.

MP BPO is a company with many years of experience in providing technology solutions to clients. MP BPO’s document digitization process is carried out using advanced machinery and a highly skilled workforce. This ensures the ability to convert information quickly, accurately, and perfectly!