Are you familiar with the term “document digitization”? If not, don’t worry – you’re not alone. A lot of people are still trying to figure out what it means and what benefits it can offer. I’ll be starting with a story.
Mr. White and Mr. Blue are secretaries in two different businesses, which means they have a ton of paperwork to manage, including invoices, memos, letters, and other documents. While Mr. Blue digitizes all of his and the company’s records and stores them on the cloud, Mr. White uses the conventional paper storage approach and had a large shelf of files in his office.
One fateful day, their managers requested a one-page document from them in order to seek a contract. This document was provided to them both to manage. While Mr. Blue regularly digitized the document and stored it on the cloud, Mr. White kept his in a file. Unfortunately, Mr. White lost his file and was unable to locate it despite looking in all possible places.
The business lost this significant contract to Mr. Blue’s company as a result of Mr. White’s failure to locate this crucial paperwork, and as punishment for his carelessness, Mr. White was fired.
I’m sure none of us wants to be like Mr White, instead we all want to be like Mr Blue. That brings us to the next question.
What Is Document Digitization?
When most people think of the word “digitization,” they think of converting physical documents into digital ones. And while this is a big part of the process, it’s not the only thing that document digitization is about.
Digitization is really about taking all of your business records and making them electronic. This means scanning in all your paper files, converting all your old microfilm and microfiche to digital format, and loading everything onto your computer.
Document digitization is therefore the process of converting paper-based documents into digital files that can be accessed and used electronically. This can be done in a number of ways, including scanning documents into a PDF or JPEG format, entering information into a database, or using optical character recognition (OCR) software to convert scanned images into text files.
Once your documents are digitized, you can access them from anywhere in the world, and they’re safe from fire, flood, and theft. Plus, you can search through them a lot faster than you could if they were still in paper form.
How Does Document Digitization Work?
In order to digitize a document, the first step is to scan it into a computer. This can be done with a scanner or a digital camera. Once the document is in digital form, it can be edited, copied, or printed.
The great thing about digitizing documents is that they can be stored in a digital format and accessed from anywhere in the world. They’re also less likely to get lost or damaged. And if you need to share a document with someone, you can easily send it as an email attachment.
The Difference Between Document Scanning and Document Digitization
When you hear the words “document scanning,” what comes to mind? Many people use these two words interchangeably but here’s the major difference between them.
Scanning takes an analog version of content and creates a digital, read-only copy that can’t be edited or manipulated. Digitizing, on the other hand, converts a hard copy of a document—usually paper—and converts it to text. This text can then be edited, formatted and manipulated. A regular scanner can be used for document scanning but an OCR (Optical Character Recognition) software is needed to digitize documents.
Advantages of Document Digitization
You may be wondering what the big deal is with document digitization. One of the benefits of this can be seen in the story we read in the introduction. So if you’re thinking about digitizing your documents, here are some of the benefits you can expect:
- Convenience: You can access your documents from anywhere in the world and from any device as they are now stored in the cloud.
- Efficiency: You can edit, copy, and print documents faster than ever before.
- Security: Your documents are safely and securely stores in a digital format in a cloud storage. This means they are not likely to get lost or damaged. Documents that are stored in digital format can be password-protected and access can be restricted to authorized users.
- Easy Collaboration: You and your team members can easily work on a digital document at anytime even from different locations at the same time. You can send them as attachments in email or post them on a shared network. Plus, you can search for specific keywords and find the information you need in seconds.
- Cost Reduction: Imagine giving up printing of documents, this means paper and printing cost have been eliminated, thereby saving you and your business extra costs.
So if you’re still on the fence about document digitization, I hope this article has helped to convince you of its many benefits. It’s the wave of the future, and there’s no turning back now!
Why Choose Our Document Digitization Solution
You might be wondering why you should choose our document digitization solution when there are so many others out there. Here are just a few of the benefits you’ll enjoy:
- Environmental Friendly Solution: Our solution is aimed at keeping the environment safe. And reduction in paperwork is a step in achieving that goal
- Reduced Costs: Once your documents are digitized, you’ll be able to get rid of all that extra storage space—which means you’ll save on rent or mortgage payments, as well as on the cost of hardware and software. Less paperwork also means less office space. Less office space means more money to improve productivity.
- Improved Security: By digitizing your documents, you’ll also be improving their security. They’ll be less vulnerable to accidents, theft, fire, and other disasters. Plus we have a data storage and recovery system which allows you to store and access digitized data across multiple locations, making storage and recovery easier.
So what are you waiting for? Check out our document digitization solution today!
Welcome to the 21st century, where everything is going digital. And that includes your documents! Digitize all of your documents today as Mr. Blue did.
If you’re ready to make the switch to document digitization, we at Bytes Ahead Limited are here to help. Contact us today to learn more about our services and how we can help you get started.