What is document digitization? Notes when implementing digitalization

Document digitization is an indispensable step in the business digital transformation process. Digitalization allows organizations to overcome the difficulties of storing and managing traditional paper documents. In this article, let's learn with 1C Vietnam about the concept of digitizing archival documents as well as important notes when implementing the digitization process.

1. Learn what document digitization is?

Document digitization is the process of converting paper documents, images or other non-digitized formats into electronic form that can be stored, processed and transmitted through electronic devices and computer networks. . This process often involves using tools and software to scan, photograph or import data from paper documents, then convert this content into electronic files such as PDFs, documents, digital images. , video or other formats depending on the document type.

2. The role of document digitization in businesses

Digitizing archives plays an important role in businesses with many significant benefits. Below are the main roles of the document digitization process in businesses:

• Save space and resources: Digitizing documents reduces paper usage and physical storage space, helping to save resources and minimize environmental impact.
• Easy to manage and access: Electronic documents can be organized, stored and managed more easily through computer systems. Users can easily search and access necessary information.
• Easy to share and transmit: Digital documents can be easily shared via email, social networks, cloud storage services and other media, enhancing the ability to transmit information.
• Integration and automatic processing: Digital documents can be easily integrated into automated workflows and data processing with software, helping to optimize performance and enhance information processing capabilities .
• Improve work efficiency: Digitizing documents allows accessing information anytime, anywhere, working remotely, increasing flexibility and efficiency for employees.
• Explore new opportunities: Digitalization opens up opportunities for measurement and data storage, along with the development of new technologies, solving problems that were previously impossible to handle.

Document digitization is not only a trend but also an important strategy to help businesses seize opportunities and develop effectively in today's digital environment. So what documents can businesses digitize? Let's find out in the content below.

3. Which archives should be digitized in businesses?

Businesses can digitize many types of documents such as records, contracts, letters, etc. A detailed list of these documents is presented specifically below:

• Official correspondence: Includes correspondence related to business transactions, correspondence from government documents, correspondence from important announcements, etc.
• Financial documents: Financial reports, accounting books, tax reports, financial transaction records,... should be digitized for easy access and management.
• Construction drawings/designs: Digitizing construction drawings or designs helps save space and facilitates sharing and updating information.
• Factory maps and survey maps: Digitizing factory maps and survey maps helps create digital versions that are easy to retrieve and use in design and management activities.
• Teaching materials: Including textbooks, teaching materials, online lectures,... helps you find materials easily, while also allowing users to remotely access and share documents together.
• Contract agreements: Digitizing contracts makes it easy to retrieve and find information related to business agreements or contracts with partners.
• Medical records: Digitizing medical records helps enhance patient information management, creating favorable conditions for information sharing between doctors and medical facilities.
• Personnel records: Digitizing personnel records such as employee records, labor contracts, salary slips,... helps enhance human resource management and facilitate the retrieval of information related to employees.
• Invoices and receipts: Digitizing invoices and receipts makes financial and tax management easier, while minimizing paper use and saving storage space.

4. Reasons why businesses should digitize archives

Document digitization is becoming increasingly necessary for businesses for the following reasons:

• Increased customer needs: Digitizing documents helps businesses provide services quickly, flexibly and fully meet customer needs.
• Higher shopping experience: Digital technology has helped enhance online shopping capabilities, from there, businesses need to improve customer shopping experience through digitizing documents to attract and maintain customers. .
• Increasing competition: Digitizing documents helps businesses optimize processes and improve productivity, thereby competing more strongly against competitors.
• The market changes continuously: Businesses need to flexibly adapt to the changing market. Digitizing documents helps reduce response time and make decisions quickly and effectively.
• New technology: Advanced technologies such as artificial intelligence, machine learning, blockchain,... are driving the digitalization process. Businesses need to apply and take advantage of these technologies to improve business efficiency.

To overcome challenges and take advantage of opportunities, businesses need to look to document management software providers to serve the digitalization process, help quickly convert data and grasp the development trend of the industry. market.

5. Some notes when implementing document digitization

By following the notes below, businesses can effectively promote the digitalization process and achieve long-term benefits from managing and using digital data:

• Assess costs and resources: Digitizing documents requires investment in infrastructure, systems, technology, and personnel. Businesses need to consider costs and available resources to ensure the ability to deploy and maintain digital operations.
• Professional human resources: Enterprises need to ensure that their human resources are capable of implementing and managing the digitalization process.
• System unification: Enterprises need to establish clear regulations, standards and processes to ensure consistency and efficiency in the digitalization process.
• Confidentiality and security: Businesses need to ensure appropriate security measures are in place to ensure information is not disclosed, avoiding risks from unauthorized access or data loss.
• Choose a professional document digitization service provider: This especially applies to businesses with limited costs, human resources, and technological capabilities, to ensure the digitization work is carried out. accurately and effectively.

6. How to manage documents after digitization

After the process of digitizing documents , businesses also need to pay attention to the management of digital documents to serve effective business activities. Here's how to manage digital documents:

1. Determine the storage system:

Businesses need to choose an appropriate digital document storage system, such as an internal server, cloud service (such as Google Drive, Dropbox) or document management software.

2. Create a clear folder structure:

Businesses build a logical folder structure to classify and group documents by topic, project, type or other criteria as appropriate.

3. Logical document naming:

Documents should be named according to specific rules for easy searching later. Businesses should use phrases that are concise and descriptive of the document's content.

4. Use metadata:

Businesses associate metadata information such as creation date, creator, keywords and document type to increase searchability.

5. Manage access rights:

Enterprises will determine and manage access rights for each document based on user roles and permissions. This ensures only authorized people can access it.

6. Use search engines:

Document management systems often come with powerful search tools, helping users quickly find needed documents.

7. Backup and protect data:

Businesses perform regular backups and ensure that digitized data is protected from loss, damage or cyber-attacks.

8. User training:

Businesses need to ensure that all employees know how to use a digitized document management system. Employees understand how to find and use documents.

9. Regular updates:

Businesses also need to update documents when there are changes or updates to new information; Eliminate outdated and no longer needed documents to keep the system lean and efficient.

10. Review and improve:

Businesses need to regularly review their document management processes and make improvements so that the system meets user needs and changing requirements.

7. Digital Office Software 1C:Document Management supports superior digital document management for businesses

To make the process of managing digital documents go smoothly and quickly, the Digital Office solution 1C:Document Management was born, becoming an effective support tool for businesses. The software is developed on an advanced technology platform, easy to deploy and apply to support organization and centralized document storage, helping to solve remote work anytime, anywhere.

Solution 1C:Document Management allows:

• Centralized document storage and management on a single platform.
• Advanced search features based on metadata quickly access related documents, creating a seamless information retrieval flow, helping users continue their work smoothly, without interruption due to too much time being wasted. Manual document search time.
• Manage all documents related to regulatory processes.
• Manage ISO documents.
• Track and manage versions of each document type.
• Statistics of document types according to user needs.
• Strong access permissions, ensuring only authorized people can access and use documents.

Thus, document digitization is the process of converting documents from physical or non-digital form into electronic form, helping to optimize the management, access and use of information. To make the above process happen quickly and effectively, businesses can refer to 1C:Document Management software - a solution for managing documents, documents, and digital processes developed based on advanced technology. progress today. For more detailed information about this software, please contact 1C Vietnam immediately.