Why digitization of documents

Share :. Digital record-keeping can be easy, but what about your paper documents and records? Easy accessibility of data improves the data flow within the organization, resulting in enhanced productivity.

Cost Reduction: Digitization of documents enables an enterprise to get rid of physical documents that consume various resources such as office space, security personnel, and decay-free environment. Once the data is digitized we can optimize these resources for cost reduction. Data Security: As the documents are digitized, the access to digital data is easy to define. Digital access not only reduces the time required to provide access but also makes it possible to define the accessibility level.

This enhances data security and protects you from data leaks. Increased Productivity: Data can be accessed by multiple departments within the business at the same time, if the data is not digitized, it takes more time and more effort to access it. Data Storage and Recovery: Digitized data is easy to store at multiple locations, which assures the data safety.

Data storage in multiple locations gives extra protection against data corruption or loss. Physical documents are more likely to get damaged in case of natural disasters, whereas digitized data is more secure and easy to replicate. After digital processing, we can store both scans and extracted data from these documents. Therefore, you can receive all valuable data from anywhere online, while the original data is available in one location on the material media.

Another reason to use cloud data warehouses is the exchange of digitized documents. Despite we all move to digital nowadays, sometimes the internet connections are still very unstable and heterogeneous. Depending on the connection quality which can be different in some regions, it might be a struggle to process scanned documents. This is because high-quality scanned documents usually take up a lot of space on the hard drive. Therefore, it is quite hard to transfer the document over the internet, especially in regions where the internet is poor.

That is why many large companies still often send large amounts of data by mail or courier. During digitization, special algorithms extract data from documents, which greatly reduces the amount of data transferred.

Although the size of the original raster-scanned document is 3MB, the amount of data extracted from the document may vary between KB. Needless to say, it is much easier to transfer 10, 50KB document files over the Internet than the same number but 3MB files per file. There are a huge amount of documents that each of them needs a unique way of digitization.

There are three most common document digitization ways:. There are many software solutions available on the market that are built specifically for digitizing a variety of documents.

Retrieving hard copy documents can be time-consuming, taking minutes, hours, or even days to locate the relevant documents you need to do your job. Document automation allows you to retrieve all of your documents instantly and in one secure system. Having a centralized location to store electronic documents reduces the need for physical filing cabinets within the office.

Documents are securely stored and protected within document automation software, allowing you to control access to content based on the user profile. Access to sensitive documents can be restricted to a limited number of users, regardless of the total number of users actively working within the system, ensuring that the right people have the right access to the documents they need. Interested in learning more about Document Automation software and systems? Talk to the Prosource team today!

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