What is data digitization? Distinguish between data digitization and digital conversion

In the current era of strongly developing digital technology, data digitization has become an inevitable trend for all organizations and businesses. This article from 1C Vietnam will answer in detail questions about the definition, process as well as the differences between data digitization and digital conversion.

1. What is data digitization?

Data digitization is the process of converting data from physical form to digital form, which is then stored and processed on a computer. This data can be used for many different purposes, depending on the nature of each type.

Digitizing stored data is a necessary process for businesses. When starting to convert from paper documents to electronic archives, businesses need to prioritize digitizing documents such as financial documents, important administrative records, contracts, and personnel records. events and especially invoices and receipts.

Data digitization is the process of converting data into digital form

The data digitization system includes three main components: equipment, software and services. This system plays an important role in the transformation process, helping businesses and organizations improve operational efficiency, save costs and enhance competitiveness. Specifically:

• Equipment to digitize data includes scanners, computers, storage devices,...
• Software is a tool to help manage and process data after it is digitized, including document management systems, word processing systems,...
• Digitization services are the activities of providing support services for the data digitization process, including data entry services, data conversion services, BPO services,...

A data digitization system has three elements: devices, software and services

2. Advantages of data digitization in businesses

So, what advantages does digitizing data in businesses possess? Here are some outstanding, popular benefits of this text conversion process:

2.1. Systematic data storage

After digitization, documents are stored centrally on the electronic system. These systems are often designed with powerful accessibility features, making it easy for users to sort and search documents by different criteria, such as keywords, subject, date, or employee. to be in charge of.

2.2. Data security

Paper documents can be lost, burned, or destroyed by physical factors such as water, fire, or termites. However, digital data is stored on electronic devices, stored in a secure environment, so it is less likely to be lost or damaged.

In addition, data digitization also helps enhance information security. Paper documents can be read by people who do not have access. However, digital documents can be protected with strong security measures such as passwords, encryption, and two-factor authentication. These measures help prevent attackers from gaining unauthorized access to documents and stealing information.

Digitizing data also helps increase information security

2.3. Access data flexibly and quickly

Data digitization provides the ability to access digital data from anywhere, at any time. With just a device connected to the Internet, employees can easily search for information in hundreds of pages of documents and articles, without having to go to the business archive.

2.4. Automatically check and produce reports

With digitized data, information checking is done automatically through specialized software. These software can analyze document content, detect errors and omissions, and warn users. In addition, digitizing data also supports exporting reports in the desired format, helping to save time and effort for employees, while ensuring consistency in report templates.

2.5. Reduce system operating costs

Digital data storage brings many benefits to businesses, including reducing cost burdens. Specifically, businesses do not need to invest in physical storage devices such as printers, paper, machinery, ink, etc. Instead, businesses can store data on cloud platforms. or internal storage system.

3. Data digitization process in enterprises

Document digitization is the optimal solution to help businesses solve problems of document management, retrieval, sharing and security. The data digitization process includes 5 steps:

• Step 1: Collect data

The types of data collected depend on the purpose of the business. Specifically, if the company wants to standardize employee data, the human resources department will collect basic records such as personal information, labor contracts, payroll,...

• Step 2: Prepare documents

Tasks to be performed in this step include:

• Classify documents by type, status,...
• Flatten document pages.
• Clip the document to the cardboard and staple it.
• Check document quality, handle torn and damaged documents.
• Step 3: Set up the system

In this step, it is necessary to name files, format and group documents scientifically. At the same time, create a digital document catalog and attach documents to the catalog through application software. This is the most important step to convert traditional documents to digital documents.

• Step 4: Check documents

All documents after digitization need to be checked again to ensure quality and quantity. Testing criteria include:

• Documents must be clear and complete with information.
• Document resolution must be guaranteed.
• Document format suitable to business requirements.

• Step 5: Acceptance and handover of documents

After inspection, the documents are accepted and handed over to the competent person. Original documents and digitized documents are stored in the enterprise's security system.

4. Classification of data digitization and digital conversion

Digitization is the process of converting information and data from physical form to digital form. Meanwhile, digital transformation is not simply the digitization of data but also includes the application of digital technologies to optimize processes, create new products and services, and improve productivity and efficiency. organization's performance.

5. Digital Office Software 1C:Document Management supports digital data management

To make the process of digitizing documents go smoothly and quickly, the Digital Office solution 1C:Document Management was launched, becoming an effective support tool for businesses. 1C:Document Management is developed on an advanced technology platform, supporting centralized document storage and optimizing business operating processes:

• Management of documents, records, and digitized documents: Centrally manage and store all types of documents and documents, minimizing the physical storage area for businesses. Businesses can look up information quickly and accurately anywhere, anytime, helping to save space and resources.
• Advanced search: Allows quick retrieval of information from any text through metadata search, helping businesses search accurately with just a number or keyword.
• Process management: 1C:Document Management solution supports automation of electronic document management processes, helping to limit errors caused by manual operations and ensure standard operating procedures.
• Decentralization and absolute security: The system decentralizes details to each department and individual, allowing only authorized people to access specific documents, ensuring information safety and data security.
• Mobile application: 1C:Document Management also has a mobile application, which helps increase 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. anywhere, even when not in the office.

Thus, data digitization brings many benefits to organizations and businesses, helping to improve operational efficiency, save costs, and enhance competitiveness. However, for the digitalization process to be successful, businesses need to be carefully prepared in terms of resources, technology and processes. For more specific advice on 1C:Document Management Digital Office software to support data digitization management, please contact 1C Vietnam immediately.