What is Document Digitization and its Process?
Digitized documents are the new normal in the digital world. This term digitization is one among most searched of this decade. Everyone somehow knows a bit of digitization and willing to know more. General image which come to mind is that documents are no more offline. And, a general advantage that comes to mind is that you will get more space in office as files will go digital. Both the scenarios are true, but, the benefits don’t stop here.
What actually is Document Digitization?
In layman’s language, document digitization means converting offline paper records into digital format. In document digitization process, physical records are scanned, converted to electronic formats and stored on servers. As we know that world is moving fatly towards a digital front. Therefore, documents also need to be digital in this digital world. Digital documents have number of benefits over the conventional physical records. The new electronic format of documents is better in a number of ways and will discuss benefits further in this blog.
Organizations and agencies can extract more value from assets that are otherwise gathering dust and taking up space by digitizing data. Information must be translated from its non-digital form into one that computers can understand in order to get a greater degree of understanding from their data, which includes running analysis, automating various operations, and incorporating more intelligent and cognitive processes.
Different forms of digitization
Digitization of documents consists of different forms. Here are some common forms that are used in digitization-
- Transforming handwritten records to digital format using OCR
- Transforming printed documents to digital format using data imaging techniques
- Converting info graphics into a digital format using AI and ML
- Converting audio, video files from different format into digitally feasible format
Different Types of Scanning process-
OCR- It stands for Optical Character Recognition. It is used to scanning and converting of printed text on a page.
ICR- It stands for Intelligent Character Recognition. It is used to scan hand written documents with help of machine learning.
OMR- It stands for Optical Mark Recognition. It identifies meaningful text gestures like ticked section, bubbles text etc.
OBR- It stands for Optical Barcode Recognition. It is used to scan the barcodes and indexing them.
Steps to digitize the paper documents
It’s critical to have an understanding of the types of documents you wish to convert before deciding on a digital conversion process. Varying sorts of papers will necessitate different levels of knowledge; for example, double-sided documents and colour documents will demand different approaches.
While it may appear straightforward to ensure that your papers are ready for digitization, it is critical to ensure that they are free of common office objects such as paper clips, sticky notes, pins, and spiral binders.
Scanning the files
Document scanning on the speed is now available thanks to a number of apps and software; businesses may now transmit papers for scanning immediately from their mobile devices. Multifunction printers and flatbed scanners may both scan at a low cost, but neither is ideal for scanning large amounts of data. Scanning large volumes can cause jamming, and a scanner capable of handling such large volumes is likely to be expensive to buy and operate.
Scanned photos are converted into electronically recorded text using OCR (Optical Character Recognition). OCR allows you to index your documents with specific file names so that they can be quickly found. OCR software is included into most scanners. You can also use OCR software online by sending your scanned document to a variety of websites. This method, however, is only recommended for small volumes and can be extremely incorrect.
Outsourcing your digital records for storage is the greatest next step for excellent security and environmental preservation. Secure Data Management provides a data tape rotation service that includes a complete audit of your digital files as well as their destruction in accordance with Data Protection legislation.
Why Choose Digitization Services?
Increase in efficiency
Electronically storing data and documents has a significant impact on an organization’s efficiency. If you need to discover a specific document quickly, document digitization allows you to search a database and find the relevant file in seconds, whereas finding a paper copy might take considerably longer.
Digital documents are the way of the future in part because they are so much better for the environment. After your paper records have been digitized, they can be recycled or repurposed while respecting the privacy of your business.
Less Storage Space
Paper documents take up a significant amount of valuable storage space. Your organization will no longer need to store or file paper papers thanks to document digitalization services. Instead, all papers can be saved digitally on a secure server, allowing you to make better use of your physical space.
Collaboration is also made easier with document digitization services. If you need to collaborate on something, having access to your files digitally in real time across a range of platforms will be invaluable.