What is record digitization? What are the benefits and difficulties of digitizing records? The agency is responsible for digitizing records

I. What is record digitization?

Digitizing records is the process of converting documents and data from hard paper to electronic form. By applying digital technology, records, documents and corresponding information are stored, managed and retrieved through accurate, safe and convenient electronic systems and applications.

II. What benefits do businesses receive when digitizing records?

When the process of digital transformation and digitization of records is successfully applied, businesses will receive the following significant benefits:

1. Optimize space and resources

Applying record digitization helps optimize physical storage space, reduce dependence on paper documents and limit printing and copying, not only saving costs but also protecting the environment by Reduce the amount of paper and ink used.

2. Convenient retrieval and search

When records are digitized, information retrieval becomes quick and convenient. Instead of having to dig through stacks of documents, with just a few taps on a computer or mobile device, the entire business can search and access information effectively.

3. Security and backup

Digitizing data provides better information security. Security measures such as encryption and access management are in place to ensure that only authorized people can access important information. Creating backups is also easy, ensuring that data is protected and can be restored when needed.

4. Enhance work performance

Digitizing records helps increase work efficiency and save time. Workflow becomes smoother thanks to manual searching and moving of paper material that has been eliminated, or reduced to a minimum. Both external and internal company information can be shared and transmitted quickly via email, document management systems or other online tools.

5. Convenient information sharing and coordination

Digitizing documents helps employees easily share information with remote colleagues, partners or customers. Business teams can share electronic documents, carry out multiple projects at the same time, and collaborate effectively without being limited by geographical distance.

6. Easy management and organization

With the digital system, businesses can organize, classify and manage records, information and work easily. Thanks to tools to digitize records and manage documents and work, managers can closely grasp the company situation, work performance status, and project progress, thereby maintaining general order. in the daily work of the business.

7. Strict legal compliance

Digitizing records helps businesses comply with legal regulations related to information storage and security. Along with using digital tools, businesses can still maintain both originals and copies of documents, record clear edit histories, and adjust access rights according to legal requirements.

III. What are common difficulties when digitizing records?

Although it brings many desirable benefits, improper digitization of records can also bring businesses many problems, for example:

1. There are no clear unified regulations

Digitization currently has two main forms: manual digitization, such as converting documents into electronic files on a computer, importing notes from paper into Excel spreadsheets, or converting paper reports into PDF files; and automated digitalization through semi-automated processes (for example, using CRM, HRM software...). However, currently, each industry and different business operating standards need their own specific instructions on how to digitize records and digitally convert. The lack of uniformity in regulations leads to each team and organization doing things in its own way, not synchronously and consistently, causing difficulties in using, managing and taking advantage of information. In addition, due to the lack of regulations on storing digital records to replace conventional records, establishing and maintaining both types of records at the same time will cost a lot of time and effort.

2. Requires a large initial investment

The second difficulty comes from the fact that businesses need to invest significantly in equipment and software, such as computers, scanners, presentation equipment, and digital document management and editing software. For equipment such as computers, scanners, and presentation equipment, most organizations now offer warranties. However, in terms of digital document editing and management software, many businesses today have not invested properly. Using free software of unknown origin can lead to data loss, causing many unpredictable consequences later.

3. Difficulty in training personnel

The third difficulty is the newness of the digitalization and digital transformation process for the majority of the Vietnamese workforce, especially for the older generation of employees. This requires businesses to train personnel in detail and carefully on how to use machines and software, because in addition to basic operations such as copying documents, there are also complex operations such as using software. Presentation software, editing, cutting and merging documents, marking, building a directory tree system, creating a document table of contents, presenting documents at court, management and storage. Furthermore, if the majority of administrative staff, clerks, accountants,... and personnel in many other departments are familiar with researching paper-based records, when switching to researching digital records on devices Electronics can be difficult.

4. Risk of data leak

Copying and sharing data that is not carefully controlled can lead to the risk of information loss, even if it is just due to the negligence of an individual in the unit. Therefore, data management and protection need to be done in parallel with the process of digitizing records.

IV. The agency is responsible for digitizing records

For each different type of record, specialized units are needed to take on the responsibility of digitization and management.

Specifically with business registration documents, according to the provisions of Article 17 of Decree 01/2021/ND-CP, the unit is responsible for digitally managing business registration documents according to the provisions of Vietnamese law. is the Ministry of Planning and Investment. The unit's tasks include:

a) Promulgate legal documents on business registration, business household registration and professional guidance, forms, and reporting regimes to serve business registration via electronic information network death;

b) Training for business registration agencies and officers performing operations, as well as guidance on digitizing records and standardizing data, updating the national database on business registration;

c) Urging, directing, monitoring, inspecting and supervising the business registration process;

d) Provide information about business registration content, legal status, financial statements and other information of businesses stored in the National Business Registration Information System to relevant agencies Government agencies, organizations and individuals upon request;

d) Manage and develop the National Information System on business registration; Support agencies and businesses in using the National Information System for business registration; Guidance on funding for operating the National Information System for local business registration;

e) Preside and coordinate with the Ministry of Finance in connecting between the National Information System on Business Registration and the Tax Information System;

g) Preside and coordinate with the Ministry of Finance to research and develop a plan to seamlessly implement business registration and tax registration procedures for business households in accordance with the actual situation;

h) International cooperation in the field of business registration.

This means that the Ministry of Planning and Investment is responsible for managing and training mainly in the process of digitizing business registration documents, and setting a number of specific tasks to guide the Business Registration Office. business - the unit directly responsible for digitizing business registration documents

V. Tools to digitize records and support effective digital transformation - Digital Office 1C:Document Management

Understanding the difficulties and concerns of businesses when considering the process of digitizing records, 1C Vietnam provides comprehensive digital office management tools to help all organizations and businesses deploy and manage their work. Digitize documents conveniently.

Office Solution No. 1C:Document Management was born with the goal of supporting businesses in centrally managing documents, while automating administrative management processes quickly. The software provides a secure, organized storage system for digital documents, bringing businesses many benefits such as:

- Helps save space and resources by centralizing the storage of all digital documents into one organized system.

- Allows quick retrieval of information from any text through the metadata search method, helping businesses search accurately with just a number or keyword.

- Minimize time and costs associated with travel, cross-department communication and job approvals, all manual tasks can now be performed on just one screen.

- Mobile application speeds up the work process, allowing employees to submit to the boss for approval at any time, and the boss can manage the team and approve documents from anywhere, even when not in the office .

- Automate the electronic document management process , helping to limit errors due to manual operations, ensuring standard operating procedures.

- Flexibly customize operating processes to meet business needs, processes can easily change over time with many different conditions and arrangements.

- Track the entire operation history to identify break points in the process.

- The system decentralizes details to each department and individual, allowing only authorized users to access specific documents, ensuring information safety and data security.

With the support of Office No. 1C:Document Management, businesses have data firmly in hand, automating the process continuously, "no delay", without risks or confusion from management. manual handling and processing.

Please contact 1C Vietnam today to receive detailed advice and a free demo of the 1C Digital Office solution: Document Management!