What is text digitization? Effective document digitization management process

In today's 4.0 era, the concept of "digitization" is no longer a strange phrase. We have digitized almost every aspect of our daily lives, from paying bills online to sending emails to watching movies online. When it comes to digitizing documents, this work requires high standardization and strict, effective management processes.

So, what is text digitization? What steps should the document digitization management process include? Let's find out with 1C Vietnam in this article!

I. What is text digitization?

Document digitization is the process of converting hard-copy text and documents into digital data for the purpose of storage and further processing on a digital platform. Types of business documents that are often digitized include employee records, project records, business documents, business contracts, customer records,... and countless other types of paper documents. .

II. What are the benefits of text digitization?

So what are the benefits of text digitization? This process brings many benefits, including saving physical storage space and providing the ability to search and process information more easily. Thanks to document digitization, businesses no longer have to worry about losing important documents, or having old documents destroyed or damaged by traditional storage systems.

1. Digitizing documents helps businesses save costs

Businesses often have to handle large amounts of physical documents such as paperwork, books and records through manual management, these antiquated methods are not only time consuming but also increase costs. In particular, companies have to pay for many expenses such as printing paper, ink, electricity, as well as costs related to recruiting and maintaining a large number of personnel to ensure the handling and preservation of financial assets. business data.

However, there are many ways for businesses to minimize this type of cost, and among them, using digital application software is considered the most effective method. By taking advantage of your computer's memory and powerful features, businesses can focus on more important tasks, or even invest in "core" aspects of their business to boost profits. and optimize company operations.

2. Digitizing documents helps improve staff productivity

Businesses will see a significant boost in employee productivity when organizations apply document digitization. For example, in cases where management and work still follow the traditional way, relying on paper documents, employees often have to spend a lot of time delving into searching for specific documents to complete their work. This is not only time-consuming but also creates long-term waste.

Using text digitization tools helps solve this problem optimally. By using the tool, managers and employees can easily and quickly access the right documents with just a few simple steps. Employees can then use the remaining time to perform other important activities more effectively.

3. Digitizing text makes information processing easier

Organizations and businesses have the ability to locate information more quickly and conveniently, and face fewer limitations when processing data through document digitization. All data can be converted into a modern digital format, allowing business departments and business processes to be synchronized. In case personnel are not present in the office, even when working remotely, authorized users can still access the document system via the Internet or a common document storage system.

Thanks to that, all challenges related to information and data can be resolved more quickly, flexibly and effectively, especially in contexts where employees are required to work remotely, without can be present directly at the company.

4. Digitizing documents helps ensure business data security

Every business possesses sensitive information about business strategy, development plans, marketing, customer information and human resources data. All of these documents are decisive and directly affect the way the organization operates and develops. For that reason, maintaining information security is extremely important.

To ensure information security, businesses can increase the security of data systems through the process of digitizing documents. Business owners, administrators or authorized individuals can control, adjust and update important documents flexibly.

Furthermore, businesses can set up a decentralized system for each department and individual to ensure that only authorized people can access data, while preventing any unauthorized actions. . Leaders can also easily track and manage documents closely, understanding who has viewed or edited documents, thereby providing a basis for handling in case of data breach or abuse. Today's electronic document storage and management systems also allow businesses to store on computers or on cloud platforms, helping businesses fully control their data.

5. Digitizing documents helps limit the risk of data loss

Businesses always face diverse challenges from both objective risks such as fires, natural disasters, and floods, to subjective risks caused by humans, including loss, Damage or loss of important documents.

This negative impact can greatly affect the development process of the business, so no company wants to accept this risk. An effective solution to minimize manual risks and ensure the safety of a company's information systems and records is through the process of digitizing documents.

If the organization continues to maintain traditional management and working methods, the business's information system may become outdated, causing reduced labor productivity and leading to unnecessary confusion. Digitizing documents has now become a "new normal" standard in today's advanced technology era, not only helping businesses keep up with the times but also improving their competitiveness in the market.

III. What is the document digitization management process? How to be effective?

According to Vietnamese law, the document digitization management process is divided into two types: the incoming electronic document management process and the outgoing electronic document management process.

1. Process for managing incoming electronic documents

According to Chapter II of Circular 01/2019/TT-BNV, the process of managing incoming electronic documents is carried out according to the following steps:

Step 1: Receive incoming electronic documents

During the stage of receiving incoming electronic documents, the following regulations must be complied with:

- Digital signature authentication: Meets regulations on using digital signatures as prescribed in Circular 41/2017/TT-BTTTT of the Ministry of Information and Communications.

- Notice of receipt of the document to the sending party.

Step 2: Register and digitize incoming electronic documents

The process of registering incoming electronic documents includes the following steps:

- Receive incoming documents through connection and communication between the sender and receiver.

- Comply with the structure and format of information fields of documents according to national technical regulations, including the structure of identifiers and packet data documents serving the connection of document management systems and communication systems. operating system.

- Store document number and arrival time in the system.

Step 3: Submit and transfer electronic documents to the internal system

After completing the first steps, the clerical department needs to present the document or transfer it to the department responsible for processing and resolution. For documents related to multiple units, the competent person must clearly identify the unit or individual that needs to coordinate to process the document.

Step 4: Resolve and process incoming electronic documents in the system

When receiving an incoming electronic document, the unit or individual must perform the following tasks:

- Organize and process documents.

- Determine file numbers and symbols for electronic documents according to the unit's catalog to update information in the system.

- Store electronic documents properly according to regulations.

2. Process for managing outgoing electronic documents

The stages of the electronic document management process according to Circular 01/2019/TT-BNV of the Ministry of Home Affairs are implemented as follows:

Step 1: Create and edit electronic documents

At this step, the individual in charge of document compilation needs to do:

- Create draft documents, determine the level of urgency and submit them to unit leaders for approval and review.

- Update text information to the storage system.

Leaders of the unit in charge of document compilation need to:

- Review, comment, and approve the content of the document.

- Forward the document to the person responsible for checking the format and presentation of the document.

After that, the person responsible for checking the format needs to check all the criteria and presentation of the text and give opinions. This individual is responsible for checking the content and transferring the document to the agency's clerical department to submit to the person with authority to sign the document.

Next, the receiving clerical department needs to check the presentation technique of the document and submit the draft document to .pdf format (version 1.4 or higher). This department also needs to update the document number, time, name of agency, issuing organization, page number and unit identification code.

Step 2: Issue and release documents

In this step, electronic documents will be issued and released as follows:

*Issue electronic documents to:

- The competent person of the unit signs and approves the issuance of the document to transfer to the office to carry out procedures.

*Clerical department performs:

1. Assign document number and time to the draft document.

2. Print and stamp the unit/agency's seal.

3. Store 1 hard copy at the unit's archives.

4. Digital signature of agencies and organizations to issue electronic documents.

5. Update document information into the system regarding the organization's information fields.

*Issue digital documents from paper documents:

In case it is necessary to issue digital documents from paper documents, organizations/units need to comply with the regulations in Point b, Clause 2, Article 6 of this Circular. After that, the unit will digitally sign and issue the digitized document. After sending paper documents to receiving organizations, units need to store electronic documents in the system.

IV. Office No. 1C:Document Management - Solution to support optimal document digitization management

Although storing paper documents is still necessary, in the current digital age, both public and private organizations and businesses are faced with handling a large number of electronic documents and The need to digitize documents is increasing rapidly.

Digital Office Solution 1C:Document Management was created to support businesses in centralized document management and automate electronic document management processes quickly. The software provides a secure, organized storage system for digital documents. This tool also brings many benefits to businesses such as:

- Helps save space and document preservation resources by centrally storing all digital documents in one organized system.

- Allows quick retrieval of information from all documents 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 increases working speed, 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 present at the office room.

- Automate the electronic document management process , helping to limit errors caused by manual operations and ensure 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 the correct responsible individual and identify break points in the process.

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

With the help of Office No. 1C:Document Management, businesses have the ability to master data, self-manage and automate processes quickly, promoting continuous, "no-latency" work. without the risk and confusion of manual management and processing.

Contact 1C Vietnam today for detailed advice and free experience of the 1C Digital Office solution: Document Management!