Digitization is a process that transforms paper-based documents and documents in semi-structured folder hierarchy into a consolidated digital archive and database, making it accessible and easily sharable. It refers to the conversion of standalone objects like data, documents, books, photographs, and recordings into digital formats that can be stored and managed electronically. This not only frees up a lot of office space, but ultimately makes every professional process easier and faster.
Too many organizations default to using standard cloud-based or shared-drive systems like Google Docs, OneDrive, and Dropbox. While these do offer digital storage, they offer no custom solutions for businesses. The process of digitization often includes migrating from platforms like these to a more streamlined and powerful one that offers additional benefits.
How Is Digitization Done?
The best thing about hiring a reputable team to handle a digitization project is that you do not need to know every precise step to make it happen. Rest assured that we know what it takes to make the most efficient and secure setup possible for your organization.
Turning physical documents and files into their digital counterparts takes many steps with careful oversight along the way. It all starts with understanding your current filing structures, access controls, document search criteria and processes in place where these documents are created or used. While paying attention to proper organizational methods and the utmost security, these get scanned and indexed into digital documents, ensuring readability and the highest possible level of accuracy during the process. Each physical file is prepared, scanned, and checked for quality assurance. Indexing, tagging, labelling, and other tasks are completed to make sure your employees can access everything smoothly on the other end.
How Can Going Digital Help?
A paperless office provides more than document access and organization. It also contributes to the overall eco-efficiency and sustainability of any business. Paper contributes to tons of waste every year and high energy expenditures. This is both true on a global scale and within a single office itself. Once you go digital, staff have controlled access to digital documents, thereby avoiding unnecessary printing and the need for other office supplies for document storage and duplication.
It saves money and tons of time. When it comes down to it, the overall profit and growth potential for your company depends on minimizing wasted time and effort and maximizing outcome. This is what digitization does for everything from minute tasks to long-term projects.
Other issues focus on security. Hardcopy creates data risks. A printed paper with private information on it can easily fall into the wrong hands. Secured digital storage, on the other hand, includes multiple layers of security features with backups in place and locked down against breaches.
Why Outsourcing Makes Sense
Staff core competencies of most organizations don’t usually include digitization of the paperwork they handle.
Outsourcing the digitization process provides a variety of benefits:
- Access to specialized equipment and software for data and document transfer
- Trained personnel with experience in scanning, organizing, archiving, and more
- Reputable DMS selected for you with no need to spend time researching all the options
- Support when you need it and all your questions answered promptly
What benefits do your employees get from the choice to outsource?
- Repurpose time to focus on operational tasks, growth projects, and customer relations.
- No need for additional training outside their career trajectories.
- Quick adoption of document management systems by digitizing boosts efficiency and productivity.
There is no need to impede progress while digitizing your company’s documents. Instead, consider delegating this task to skilled experts outside your organization. At Kaisenz, we provide expertise related to understanding your documentation structure, determining digitization strategy and converting your physical documents into digital records that can easily be managed on a document management platform.