Stay at Home, Minimize Contact, Social Distancing and Skeleton work force is the result of the COVID19 pandemic. These changed how people we interact with one another and how we handle documents. We now limit what we receive in person or in the mail. We now prefer to receive a scanned documents.
We should digitized our documents not only to adopt to our current situation but also to improve our processes.
Digitization should help in our business transformation and should add value not only now but into the future. Digitization should help us achieve our business goals and objectives.
What is Digitization?
Digitization is the process of converting information into a digital format. Digital format includes Image Capture, Digital Libraries, OCI, Scanned Documents
What are the Key Benefits of Digitization?
Other than reducing the person-to-person contact that is necessary during this pandemic, below are the key benefits of digitization:
- No physical limits for storage
- Integrate business systems
- Improve accessibility to information
- Increased safety of any critical data
- Integrated online resource sharing
- Reduced chances of missing data
- Many users can access a digital file at the same time
- Compatible with all modes of digital data transfer
What is the Process of Digitization?
- Initiation and the start of the project
- Selection of documents/records for digitization
- Preparation of document
- Conversion of information into digital form
- Editing of the digitized documents and their storage methods
- Organization of digital collection using metadata
- Access and maintenance
What’s Next?
Just like any business decision, we should assess the cost-benefit of digitizing our documents. Consider outsourcing such activity if it is more beneficial to do so.