However, many organizations – due to lack of effective policies and procedures of systematic control on record management – face a lot of problems and risks. DIGITIZATION OF ARCHIVAL RECORDS: THE KENYA NATIONAL ARCHIVES AND DOCUMENTATION SERVICE EXPERIENCE. can happen at any place, and there is a chance of an office and its paper documents being damaged by those. The situation gets more complex, if a significant part of these information are on paper. In case of paper records / documents, tagging is done with markers / tabs of certain colors (“color coding”) as well as by putting in particular places (boxes, shelves, cabinets, rooms etc. are accepted and supported as standard worldwide, and those will be usable for many years. Digital and physical records provide an array of benefits and help to strengthen an organization’s information. Document Imaging allows the stake holder ability to share, collaborate, exchange and access documents in seconds, reducing the turnaround time further increasing the efficiency for your business. Considerations when planning for digitization 1. In today’s electronic era, it’s not practical to rely entirely on a slow and inefficient paper-based record management system. in later use images, video, and text) into digital form.” According to literature, digitalization, or digital transformation, refers to “the changes associated with the application of digital technology in all aspects of human society” [6]. Again, not sure what you mean by “stream scan paper documents without losing order”. Every organization has its own requirement, and it’s often hard to meet all those with one product. ��L���^�S˝�ʴ���b�,*��K����`�~i\ �,�3kH~Ŕ�H�?�ѴZoL�Y>�={S�Kl�G�d5Ҧ%��%�����"�E����^��!V 4�U�c���̘�e�BS�f�4m��@��n���Yl��7hG6�����6�Lb_�@F�B�!� � .�v�]�`"C��f�k������b���STq$Jr��� ����C�`�sS�)_H|u��������/�6qj��q0F��,���6^�� �0i˚�^�u`��o�|�V'��f&�-�!�V\?�7����͔ ���*b��,�T� Today paper-based document management is gradually becoming inadequate and often inefficient. The term digitization refers to “the action or process of digitizing; the conversion of analogue data (esp. Delicate pages might need to be scanned one at a time on the scanning bed. 1Advantages of digitalization: 3Disadvantages of digitalization: 4 Lack of proper record management often create the following issues for an organization: These days businesses create and receive records at an ever-increasing rate. Even a few decades ago, the documents were not so versatile and detailed, and document management systems were not as elaborate as now. 1 0 obj Comments are closed. We have so far found that digipaper is able to meet most customers’ needs, but still at times we are asked to make some customization / enhancements for specific scenarios. It helps to organize your paper documents and helps to retrieve the documents and use it whenever needed. �nk6,��d��%�1V��'W�*���2�^�սjw�ή���qL%���>\W�y�����F4�X�4qy�jNܶ��z�C݂U����~�m!ш�7wh6�cI��. The digitization of paper documents offers an approach to providing the enterprise with at least some advantages of electronic documents. The scanning / digitizing equipment selection depends on the type of documents. Though we know about the disadvantages of paper-based system, we cannot get completely rid of the dependency on paper due to various reasons, such as: a) Government requirements: If the government needs a specific paper record to be maintained, there is not much choice. h) Cost reduction: There can be significant cost savings in both tangible and intangible ways. Our dependency on paper documents Also, companies that used to use paper records should switch over to electronic copies of the records. That provides the best of both worlds – tagging with no extra work! It all depends — whatever works for the documents. In case of paper records, “color codes” are a kind of metadata too. The advantages of digitization are many. We all need a kind of system, where the following should be taken care of: The above goals can be achieved by digitizing the paper documents and storing in an organized manner, so that it’s fast and easy to retrieve, as well as access to the digitized documents can be controlled as needed. Virtual holiday party ideas + new holiday templates; Dec. 11, 2020 Though many organizations still depend on paper-based record keeping, surely there are a lot of challenges with that, such as the following. It avoids the loss of records since they are all safe in a central documentary server. Benefits of Document Digitization. It will surely improve the efficiency of organisational work. Technological advances also help — in the form of Optical Character Recognition (OCR), which identifies text content from an image (scanned copy of document) and extracts it for other uses. Firstly, lets talk about positive sides of digitization- In some ways, the transition from paper to digital distribution is a boon. Can you please go to our website’s Contact Us page (https://sarangsoft.com/company/contact-us), fill out the online form, and send us your requirements? <> You will have to go through a number of documents before you find the one you need. “Paperless office” has been a mantra for quite a few years. It helps retrieve any document during audits etc. Some of the key advantages and disadvantages of managing the digitization project yourself vs. contracting it offsite with a vendor are outlined in the “ In-House vs. There are different applications for document digitization in the market – some quite extensive, complex and expensive and some are really simplistic and limited. c) Document vulnerability: Loss of any critical document of value causes a serious problem. Capturing documents and data at the point of origin or receipt into an organisation allows for many tactical advantages including but not limited to: 1. b) Legal compliance: In some scenarios, such as application for processing of a loan, selling of business / property etc., signed paperwork is often a requirement. With new technologies, especially with the “cloud”, we are closer to reducing the dependency on papers to a good extent. means of making records accessible and ending dependence on paper records. Thanks. And if the digital version is stored in “cloud”, it’s there always. Digitization is, above all, part of an access strategy. Otherwise, the whole process will need to proceed in serial mode, which makes the process even slower. These include the quicker and simpler access to documents by authorized users and, in certain circumstances, savings resulting from discontinuation of archives for paper documents meeting statutory requirements. Being able to customize as per your specific needs and integrate with existing processes and systems would be icing on the cake. Hi, I really like your blog.. very nice colors & theme. 3. I belong to the same industry click here to know to abut me-http://www.securus.co.in/service-detail/document-digitization-services, Your email address will not be published. Papyrus was a firm and ancient writing scroll; the word paper is derived from papyrus. Benefits of Digitized Records for Organizations. It can also be customized to fit an organization’s specific needs. Tagging each document is additional work for sure, but it’s a pre-payment to reap the benefits later on — every time it is used. Digital records stored with appropriate metadata facilitates a more dynamic interaction such as allowing users to take advantage of text-searchable fields, quickly organize records based on similar characteristics a, or apply policies/rules to an entire records group. Digitization not only helps in reducing bulkiness of paper work, it also improves access and indexing, searching and retrieval of records. The digitization of medical records For thousands of years, doctors and other medical personnel kept detailed notes on papyrus describing the disease encountered, and the treatment applied in all areas of medicine, including gynecology, bone surgery and eye complaints. Your records are backed up in case of a disaster. This allows you to get your archive fully digitized and squared away asap, so you can reap the benefits of a paperless record-keeping system. However, there is growing awareness of digital documents and its benefits, and that’s causing some changes here too. Listed below are a few of them: 1.Increase in Productivity: When all your documents are on paper, looking for a specific one will always take time. Eliminating transcription errors 2. Top 10 blogs in 2020 for remote teaching and learning; Dec. 11, 2020. thank you. It’s in this meaning and information-rich context that we mainly use it. Recreating a destroyed / misplaced file / information is a challenge as well as waste of time and money. That often drives the timeframe, cost, quality, and planning. However, digital storage methods have stabilized and improved a lot to extend / enhance the lifetime of digital documents. Ag. Ben Wekalao Namande Principal Librarian, Kenya National Archives and Documentation Service. @johnc308: The website and blog has been developed by our in-house team. The importance of a document management system is based among other things on the following basis points. An app CAN be built to scan documents and make those available to other location(s) in the order the pages appear / are scanned. Digitization should take into consideration and be done in respect of intellectual property law. However, in course of time, technology has advanced and there are new ways of using it. How digital documents help with Record Management Since only the digital version is being used on a regular basis, the original paper documents can be safely stored away and protected from day-to-day access and common disasters. <> These documents may reside in different storage media, e.g.. Digitizing paper documents do help in many ways. i) Disaster preparedness and recovery: An entire organization’s documents can be stored in just one computer instead of rooms of shelving, boxes etc. Papyrus to PDF: Digital publishing from Papyrus to pdf videos Blog Publishing Gallery The advantages & disadvantages of Digitization Button Text. Formats like PDF, JPEG, PNG etc. Be clear why you are embarking on a digitization project: the purpose will determine the process and the costs. As a result, they keep some records for too long, spend too much to store those, waste time looking for misplaced information, fail to comply with the record-keeping rules / regulations, and ultimately as a whole fail to protect vital information. Did you make this website yourself or did you hire someone to do it for you? ), which could be marked / tagged in suitable ways. Digitization makes it easier for patients to maintain a history. Service Provider of Digitization - Advantages Of Digitization, Process Flow For Digitization offered by Archive Records Management Services, Ahmedabad, Gujarat. Like you mentioned, it is important to make sure that your company has all of the records in order so that they can easily access them at any time. 1773 Words 8 Pages. Many records, due to lack of proper record management, are removed / destroyed. stream A review of the legislation in light of the digitization initiatives within the region may present an opportunity for the NAZ to embark on long-term projects for the digitization of historical records. Automatic retention policies eliminate documents once they have passed their retention dates, reducing the potential for information breaches. Without it, no modern organization would be able to function. Digital storage of books, films, literature, etc. I am so excited that why I am here in the comment box. All manner of material can be digitized and delivered in electronic form, and the focus of the content that is selected for digitization varies across insti- tutions. 3 0 obj Digitization Benefits . 4. You need a system that is capable in terms of functionality, flexible enough to accommodate various scenarios, easy to learn and use, and affordable. Otherwise, is it OK to send you an email to the email ID you have specified in your comment? Conclusion. Ours is a central govt. Digitizing the paper document is one of the important processes. IV. Those have economic, legal, fiscal, and competitive values. How digital documents help with Record Management Nowadays, speed of communication being primary requirement of any organization, no one can depend on slow and inefficient paper-based record maintenance. On the other hand, the time saving leads to higher efficiency, which reduces manpower cost and increased customer satisfaction. Considering the volume and types of documents and their saving options, organizations find it almost impossible to manage all the documents without a well-defined and efficient document management system. To take advantage of financial opportunities, for example the likelihood of securing funding to implement a programme, or of a particular project being able to generate significant income . For last few centuries, businesses have been following a mostly paper-based document management system. Considering the importance of keeping / storing, maintaining, and finding / retrieving records, we’ll go through the following topics. Your email address will not be published. | Find, read and cite all the research you need on ResearchGate Once the documents are properly digitized, the paper versions can be stored away at some remote facility (or sometimes can even be shredded / destroyed). As the amount of paper documents continues to increase over time, it gets harder to organize, track, and store all those. In case of digital documents, digital markers or “tags” can be attached to any document, so that searching by a “tag” helps locate the digital record later on. On the other hand, digipaper uses OCR to extract the textual content of a digital document, which can be stored as a document’s tag in the archive. It is noted that rather than scan through table of contents in a book or newspaper, you can do a quick electronic search and find what you are looking for in seconds. Though tagging is helpful in document retrieval, it’s time consuming to tag every document. Also, digital documents are easily backed up. Digitization of birth and death records will ensure 8 ADVANTAGES OF DIGITIZATION Digitization imaging offer unique advantages. c) Accessible from anywhere: Keeping digital documents in the “cloud” can enable access from anywhere (only by approved users with required credentials) as long as a computer with Internet access is available. 2. This is very important information for organizations that would like to digitize their records. are accepted and supported as standard worldwide, and those will be usable for many years. The risk of losing your records is expensive. The digitization involves document scanning and document conversions. No Need to Worry About Data Safety. 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