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

Not every business fully recognizes the importance of document digitization, which is why this service needs to be more widely promoted so that everyone can properly assess its role.

Recently, we often hear about new concepts like document digitization, digital enterprises, electronic offices, and smart cities. In this article, we will explore the topic of document digitization services for storage, along with their advantages and limitations, to provide the most objective and comprehensive perspective.

What is the Document Digitization Service?

Document digitization is the process of converting traditional types of documents such as handwritten text, printed materials, audio, images, etc., into a format that computers can recognize and read.

Typically, digital documents include text, videos, audio, images, etc., that can be used on computers and formatted in a way that computers can read.

Outsourcing data entry companies will help businesses complete these tasks quickly.

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Distinguishing Concepts in Document Digitization
It can be said that document digitization is a part of the digital transformation process, alongside digitalization.

The concepts in digitization are often confused with each other, but there are key differences that will be clarified below.

Comparing Digitization with Digitalization
Although digitization and digitalization are related concepts in the use of digital technologies to enable digital transformation, they have several differences:

• Digitization: This refers to the process of converting physical forms of data into digital formats, with the main goal being to store, transmit, and process information in the easiest and fastest way possible.
• Digitalization: This involves using digital technologies to transform business models and create more opportunities, with the main goal being to generate new changes in operational processes and increase value for customers.

Comparing Digitalization with Digital Transformation
Digitalization and Digital Transformation are two concepts related to the process of digitizing documents to change and develop a business, but they have several differences, specifically:

• Digitalization: This refers to using digital technologies to transform business models with new software, creating changes in operational processes and delivering the best value to customers.
• Digital Transformation: This is the application of technology to work processes, leading to comprehensive changes in the organization and its workforce, aiming to fully develop the potential of current digital technologies.

Thus, it can be seen that Digitalization is a part of the Digital Transformation process, but not all Digitization efforts necessarily lead to Digital Transformation. It depends on the business and how it can adapt its people and organization to align with the trends and requirements of digital technologies in order to be considered a Digital Transformation.

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Documents That Should Be Digitized in Enterprises
Let’s go through the types of documents that should be digitized in businesses today to gain additional information and make the most suitable choices:

• Work-related documents: These are documents used to track and process the tasks that individuals or organizations within the company are currently handling.
• Regulatory documents: Depending on the different businesses, regulatory documents will have specific requirements and should be digitized to ensure they serve business operations optimally.
• Human resources documents: These are documents related to the employees working in the company, such as personal information, employment contracts, payrolls, and performance evaluations.
• Accounting documents: These include documents related to the company’s business and financial operations.
  Technical and promotional documents: These documents are directly related to the company’s products, services, as well as marketing strategies and promotional materials.

Why Do Enterprises Need to Use Document Digitization Services?
Along with the increase in population, the volume of paper documents, records, and human knowledge has become enormous. Additionally, the storage and circulation of these documents are gradually becoming more limited.

For these reasons, applying digitization in practice is the most logical solution to the above issue. Document digitization will help search, share, store, and retrieve information in the quickest, simplest, and most efficient way.

Advantages and Disadvantages of Document Digitization Services
Advantages:

• Helps with quick and easy storage, search, and sharing of information.
• Different types of digital documents can be easily converted back and forth.
• Reduces costs for management activities and storage space.
• Documents can be edited and reused.

Disadvantages:

• High initial investment costs for advanced machinery, IT infrastructure, and modern technology.
• Risk of unauthorized modification and illegal copying of documents.
• Difficulty in implementation due to the need for synchronized training and systematic processes. Additionally, document security can be quite complex.

In the era of technological advancement today, having a basic understanding of document digitization is essential for all organizations. Businesses need to invest in research and application of digitization to fully leverage its advantages, minimize its limitations, and maximize benefits for the company.

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ISO Standard Document Digitization Process
The document digitization process for each business will differ based on the specific digitization goals. However, any process aimed at optimization must meet the following basic steps.
Define the Digitization Goals
Defining the goals of digitizing documents is a crucial step in the process of converting from traditional to digital formats. The digitization objectives can vary depending on the needs and nature of each organization, such as:

• Optimizing storage space and document management costs.
• Increasing productivity and business efficiency through easier access, sharing, and processing of information.
• Contributing to environmental protection by reducing waste and saving energy.
• Enhancing document security and mitigating risks.
• Improving interaction and collaboration among employees and customers in the business.
• Collecting Archived Documents

Depending on the situation, scale, and specific characteristics of each organization, the collection of records for archiving will differ according to the business’s intended purpose. For example, companies aiming to digitize HR documents will need to collect employee files, labor contracts, payroll agreements, and more.

Document Preparation
The document preparation step includes checking the collected materials by department. This step requires removing staples and clips and flattening the pages to prevent damage during digitization. It involves two key tasks:

• Preparing hard covers, clips, and flattening documents.
• Categorizing documents and separating pages that are torn or damaged.

Choose Technology and Set Up the System
This is a crucial step in converting paper documents into digital format. It involves scanning and configuring the system to meet the organization’s specific goals and requirements. Depending on the type of documents, the technology and system setup will vary, and digitization personnel need to take these differences into account.

How to digitize ISO standard archives

Document Inspection
A thorough inspection of all files after the digitization process must be carried out. This should be done in two rounds to ensure the highest quality and avoid even the smallest errors such as blurriness, missing corners, etc. If the files do not meet the required standards, they must be redone until the best quality is achieved.

• First round: 100% of the output files are checked.
• Second round: A 20% sample of the output files is randomly checked.

Acceptance and Handover of Archived Documents
The final step is to hand over both the digitized and original documents to the client. This step requires meticulous inspection and acceptance of each page to ensure quality and visual integrity. All documents must be complete, exactly as received at the beginning, with no omissions or errors.

BPO.MP Solution – Data Management, Process Digitization, and Digital Transformation for Businesses
The BPO.MP solution – Data Management, Process Digitization, and Digital Transformation for Businesses – is a comprehensive service provided by BPO.MP, a company specializing in Business Process Outsourcing (BPO) and Information Technology (IT) solutions. Currently, BPO.MP offers superior services and technologies for the digitization of enterprise document archives, including:

• Data Management: BPO.MP offers data entry and data processing services for businesses through multiple data sources, including verification, editing, analysis, and reporting using the most advanced data science technologies available today.
• Process Digitization: BPO.MP provides comprehensive digitization solutions for enterprises in need of converting traditional documents into digital format. This includes scanning and converting documents using the most modern Optical Character Recognition (OCR) technology to ensure a seamless customer experience.
• Digital Transformation for Businesses: BPO.MP is also delivering digital transformation solutions by developing systems and managing data in compliance with the ISO/IEC 27001:2013 standard, ensuring optimal performance for enterprises.

ISO STANDARD DIGITALIZATION SOLUTIONS

BPO.MP Co., Ltd. is the first BPO enterprise operating under a Vietnam–Japan joint venture model, providing Business Process Outsourcing services, including document digitization, data entry & processing, financial – accounting outsourcing, content writing, translation & interpretation, image processing, document labeling, and personnel introduction services. These are among the top services that clients should not miss. Contact BPO.MP via our hotline for prompt consultation and support.

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With a team of professional staff, proficient in expertise and work experience, BPO.MP Co., Ltd. takes pride in being a leading provider of high-quality Business Process Outsourcing services at the most competitive prices.
Some of the services/solutions offered by BPO.MP include:

• Document digitization
• Online data entry outsourcing
• Data entry services

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