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5 Steps of Digitization of Paper Records

EM Admin
Mar 27, 2021
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Digitization has become a new normal because digital transformation is all around. Businesses globally have started preferring it over paper records due to many advantages, because it improves productivity & efficiency.

Precisely say about its benefits is that you don’t see any transcription errors. Digital data are there to automate your workflow. You can access information from anywhere from servers. Even, the retrieval of files is no more a tedious job. You can type a title tag or figure out a meta-description to get them back in no time. The strategic movement of big data is possible. The accounting firms or anyone can harness digitized records as a source of truth for any litigation, audit or compliance support.

Moreover, you don’t see any clutter, which is a big drawback of paper records. Overall, it’s inexpensive, time-saviour and the easiest way to manage and store important documents.

What Does Document Digitization Mean?

Well! It is all about converting paper-bound data into digital records. For instance, PDFs conversion services, which transform image files into digital data, is called document digitization.

Most of smart entrepreneurs take it as a smart way of doing business. With the internet community growing and scaling by leaps and bounds, it’s necessary to welcome digitization. It is simply because you would need it for future proofing of your business. Physical records won’t allow you to pick up the fast pace of digital transformation. But with digitized information, you can gain an edge.

Here is how it can be done step by step.

Step-by-Step Procedure of Document Digitization

Without precision and hierarchical workflow, digitization won’t be successful. This is why smart entrepreneurs prefer professional document conversion services providers. Only professionals can handle this procedure with accountability and save time also.

Identifying Records

The customer may have hundreds of documents to be converted. You should, at first, determine which paper-based records need to be converted. You should align them as per the priority of the customer.

So, start with sorting them properly corresponding to departments or main titles.

Then, segment all documents accordingly. Do notice data, time and importance, etc.. You should keep such documents separate from those having blurred or damaged papers.

Prepare Records

Now, your data entry operators can begin scanning using a scanner. Remove paper clips, pins, or any other articles that are put inside the files. Many outsourcing companies hire experienced professionals because they save time in cleaning paper records.

Scan With Tools

It has a key role in this process. Scanning is similar to clicking a snapshot. Since many apps and software are here that scan documents in bulk within a few hours. Optical Character Recognition or OCR technology is one of the best systems that convert documents into PDFs in a flash.

Although it’s not suitable for high-volume of files, there are intelligent programmers who can use R or Python, or likewise machine language, to customise scanning using codes. This option is highly recommended when it comes to converting bulky sets of documents.

Decide On Format

It’s up to you to choose which file format. However, most customers come with the present demand of converting records into PDF, Excel, or JPEG formats.

With OCR technology, one can easily scan normal to blurred or poorly written documents in no time. This does not mean that the documents would be accurate. You would need further cleaning of that scanned data. Here, your data entry operators can make your day. Align them with the task of removing errors or mistakes on the computer.

Even if you run codes to scan, the converted text files should be thoroughly checked by proofreaders and the quality management team.

Storage

Storage media are multiple. You need to pick up the one that is fully secured. Even if you are opting for a server or the cloud, select the one that offers extraordinary security and assurance to safeguard sensitive information.

Flash drives, DVDs, external hard drives, video libraries, cloud storage, and internal servers-options are endless. If you want to have a cutting-edge storage system, EDM or Electronic Document Management System is the best. It comes with better data management facilities on the go with complete access control and also protects sensitive information from hackers & viruses.

During selection, keep into account that the storage system should be able to meet the frequency of records accessibility. Simply say, you should premeditate how frequently you need to access records digitally. Then, choose the one that can live up to your requirements.