Ben Wekalao Namande Principal Librarian, Kenya National Archives and Documentation Service. | Find, read and cite all the research you need on ResearchGate Managers waste time searching through misfiled, mislabeled, untracked or lost information. Digitization is, above all, part of an access strategy. Formats like PDF, JPEG, PNG etc. Again, not sure what you mean by “stream scan paper documents without losing order”. 1. While a lot of official procedures are now conducted online instead of on paper, there are a lot of areas where paper documents are used every day, and will continue for the foreseeable future. f) Improved customer service: A digital document management system helps users to access the required data quickly and precisely, thereby enabling better customer service. means of making records accessible and ending dependence on paper records. The situation gets more complex, if a significant part of these information are on paper. Our digitization product, digipaper, currently doesn’t do streaming of documents. Know more https://www.coralfusion.com/digitization.html. The advantages of digitization are many. https://sarangsoft.com/company/contact-us, https://www.coralfusion.com/digitization.html, How to Move Images with Arrow Keys in a Windows WPF App, Why Backup Data and How to Backup on Windows – A Simple Solution, How to Create a Folder Accessible to only a Specific User (Data Backup User), How to Handle Ransomware Threat: Be Cautious and Backup Data, Why use Optical Character Recognition in Various Scenarios, Importance of Electronic Document Management System, Disadvantages / Challenges of maintaining paper documents, Dependency on paper-based Record Management, How digital documents help with Record Management, Finding digital documents using markers or “tags”, Paperwork becomes a major overhead / cost for the organization. These documents may reside in different storage media, e.g.. This topic is a part of a bigger domain – Record Management. e-books are really cheap and even available at fixed prices in many European countries. It avoids the loss of records since they are all safe in a central documentary server. Keeping the records of students and maintaining their attendance and roll number is a big headache, that too when the students are outnumbering the administrative heads. Also, companies that used to use paper records should switch over to electronic copies of the records. Those have economic, legal, fiscal, and competitive values. How Document Digitization Can Help You Find the File You Need in Seconds Instead of Hours & Keep Your Work Day Moving . 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. Also, natural calamities / disasters (cyclone, flood, storm, earth quake etc.) Office workers waste time on misplaced paperwork. Without a proper Document Management system, a common practice is to scan a bunch of the paper documents and save the scanned images in some folders on a computer’s hard drive. 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. On the other hand, the time saving leads to higher efficiency, which reduces manpower cost and increased customer satisfaction. Automatic retention policies eliminate documents once they have passed their retention dates, reducing the potential for information breaches. Some of the advantages of digitization are listed here: A. If your employees are spending a significant amount of time (sometimes, even hours!) Information or records have always been a prime resource of an organization. That speeds up digitization of documents, especially in large scale, as well as helps with searching by the document’s text content as the tag. Also, there could be a possibility of a confidential document being accessed by unwanted / unauthorized persons, who may even tamper with it or steal it, leading to disastrous effect on the document owner – some person(s) or the organization as a whole. The digitization involves document scanning and document conversions. has cut down on cost and maintenance of huge libraries, archives, physical storage facilities. j) Easy movement: Moving from an old office to a new one or sharing documents between multiple locations is much easier and faster with digitized documents compared to a paper-based system. Not sure we understand your second question (what kind of technical development have been applied over the year”). The scanning / digitizing equipment selection depends on the type of documents. While digitization is more about systems of record and, increasingly systems of engagement, digitalization is about systems of engagement and systems of insight, leveraging digitized data and processes. However, it is technologically possible to achieve what you have asked for (if we have understood your question correctly). Digitization offers multiple benefits to the enterprises from a Legal, Productivity, Strategic, Tactical and Efficient Bottom line standpoint. Medical history is critical in emergency situations when a physical copy may not be available. Ours is a central govt. Hi, In case of any disaster – natural or man-made, recovery from a backup is much easier and faster with digital documents than with paper documents. Otherwise, the whole process will need to proceed in serial mode, which makes the process even slower. x��Zmo�8� ���ҡ��wiQpݦ�$��]`/]Z�ItH���t������7CɎ(Q��:�����*[����Ѹ,����\��������r�%��WY�����_���.���c��턼��N(�4��_P�?J4�h"�������4���@�|��������.�ixăU�`��z������GR��[|&��`:�G,���d��0���6 T@̫+�����v�뻬�ު�Vd��7(T�*X�mB���.�|���Uq�k|�H�&���7���.���� {ELg� =, }E���}D�������;�&ZtkC�&�n��"`���TFT��G��I��r�,O�ʦQj��}�\F�m���Ã_Ȼ�2���7EYw��zRe�Q���R��H0"�΢R#&�#���-R�jg�o˦�MYr�����V20�M� ��y A!���Kd�G����6=�`p�7����}%����# ��H����#V���zyxp�O3c�TݍN8WP6%�(��\E\������d�LߒؚAA���=� �(8��c�s5���6ň�c&����t2���Df_14'x�n�v Eliminating transcription errors 2. Record Management through paper In case of digital documents, each such document can be marked or tagged with suitable textual descriptions or attributes. 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. 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. As the amount of paper documents continues to increase over time, it gets harder to organize, track, and store all those. 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]. However, digital storage methods have stabilized and improved a lot to extend / enhance the lifetime of digital documents. 4. Later on a document can be searched by one or more of the tags (just as it is done for normal web searches) to uniquely identify the required document or at least greatly narrow down to matching set. Service Provider of Digitization - Advantages Of Digitization, Process Flow For Digitization offered by Archive Records Management Services, Ahmedabad, Gujarat. However, in course of time, technology has advanced and there are new ways of using it. 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. This is very important information for organizations that would like to digitize their records. Advantages of Digitization. ��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� Ag. endobj Firstly, lets talk about positive sides of digitization- In some ways, the transition from paper to digital distribution is a boon. I have read the whole article, my opinion is that records management is not only important but it is necessary for organization for smooth working. Without it, no modern organization would be able to function. Implementing electronic workflow processes 3. Both paper document and digitized document are mediums for managing “records”. There are also concerns about safety and security of … Vendor Projects” document. Our dependency on paper documents That’s why tagging is optional in digipaper. One of the important points about record management is to mark the records / documents in a way that makes it easy to identify later on. h) Cost reduction: There can be significant cost savings in both tangible and intangible ways. The term digitization refers to “the action or process of digitizing; the conversion of analogue data (esp. Dec. 11, 2020. Some large size documents might need to be photographed in a specific way. 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. Businesses operate, as well as strategize, based on the records. Importance of Record Management PDF | On Jan 1, 2005, Dr. Thiyam Satyabati Devi and others published The need for digitization. a) Easy storage: Documents can be scanned and electronically stored in a centralized, configurable content management system, thereby reducing costs associated with physical storage of paper copies (in shelves, cabinets, boxes, rooms etc.). are accepted and supported as standard worldwide, and those will be usable for many years. 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. It also helps to save your storage space and cost. Even a few decades ago, the documents were not so versatile and detailed, and document management systems were not as elaborate as now. How digital documents help with Record Management Nice blog. By contrast, 20-year old computer documents in some cases cannot be accessed due to various technical issues. You will have to go through a number of documents before you find the one you need. Following are the benefits that an enterprise can reap post Digitization of its entire records; No transcription errors; Enhanced Digital Workflow processes Finding digital documents using markers or “tags” Benefits of Document Digitization. Virtual holiday party ideas + new holiday templates; Dec. 11, 2020 c) Durability: As far as durability is concerned, people still rely on paper. Digitization encourages preservation by limiting the handling of original records. That will be very helpful for us to follow-up with you. Thank you Josephine. Deputy Director, Department of Government Library Services, Ministry of National Heritage and Culture, Kenya. Digitizing records keeps them under layers of password protected security, and also tracks who accesses a document and when. SARANGSoft digipaper is a powerful and flexible, yet easy to use, document digitization and management application that doesn’t cost much. Your email address will not be published. stream The digitization of paper documents offers an approach to providing the enterprise with at least some advantages of electronic documents. The establishment of a digitization service must not violate the physical or intellectual It saves the time of researchers, students and corporations. Conclusion. Digitizing records will save your organization money over the long term. 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. For 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. Today paper-based document management is gradually becoming inadequate and often inefficient. <> record for permanent preservation. 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. Though tagging is helpful in document retrieval, it’s time consuming to tag every document. That way, they cannot be lost or destroyed like they could have been if they were paper. @johnc308: The website and blog has been developed by our in-house team. Formats like PDF, JPEG, PNG etc. It helps retrieve any document during audits etc. is it possible to stream scan paper documents without loosing order? the importance of records digitization can not be emphasized enough. The key tactical benefit of digitisation is to improve the efficiency of core business processes – a benefit that comes through exploiting the tactical advantages offered by digitisation. Digitization Benefits . Digital storage of books, films, literature, etc. The importance of a document management system is based among other things on the following basis points. 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? Blog. In case of paper records, “color codes” are a kind of metadata too. records for digitization may change with each successive appointed Minister and government, so threatening the long-term sustainability of digitization initiatives within the NAZ. Digitization should take into consideration and be done in respect of intellectual property law. This blog is great! 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. Utilizing OCR with document digitization eases and speeds up the tagging process, at least for the first pass, to move a lot of existing paper records to digital form, without having to hand-tag every document, which takes a lot more time. Thanks. Although embroidery has some limitations, that’s why it cannot be printed clearly on the fabric such as small details, small letters, or color gradients are sometimes hard to reproduce entirely in the thread. land records in bangladesh the costs and benefits of digitization of land records via simplified application process dr sultan hafeez rahman, executive director, brac institute of governance and development (bigd), brac university sumaiya kabir talukder, research assistant, brac institute of governance and development (bigd), brac university Your records are backed up in case of a disaster. BENEFITS OF DIGITIZATION The key component of effective information management is digitizing physical records. One of the advantages of digitization is the ability to search for an item electronically. Let’s see how these two types have influenced record management and its effect on businesses. 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. It has been seen that even century-old paper documents can still be used. There are different applications for document digitization in the market – some quite extensive, complex and expensive and some are really simplistic and limited. 1773 Words 8 Pages. 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. You need a system that is capable in terms of functionality, flexible enough to accommodate various scenarios, easy to learn and use, and affordable. 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. 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. However, because of the advantages of using digital documents, many government departments / agencies are moving towards it. This document also covers the scanning of records where the resultant images will become digital surrogates with the original paper records being retained and remaining the legal public record. e) Multiple accessibility: Many persons can simultaneously view / use the same document from multiple locations. That often drives the timeframe, cost, quality, and planning. digipaper enables tagging of each document, so that retrieving a specific document is fast and accurate. Digitizing (also known as digital imaging or scanning) is defined as the process of converting any hard-copy, or non-digital record into digital format. Did you make this website yourself or did you hire someone to do it for you? Abstract The Kenya National Archives was established in 1965 … Loose-leaf pages can be scanned in bulk via the automatic document feeder (ADF) of standard scanners (or all-in-one printers). can happen at any place, and there is a chance of an office and its paper documents being damaged by those. ), which could be marked / tagged in suitable ways. 4 0 obj ?�7�q����Dp����嬩�k���Q�W%1�^�����u R��;x��!����fdy��d�$4�5�+�gs>�Fs�H*D)c�J����e�f�����y$�Sr:��Ë�7S2����s���+�ߝ��ƞ�J��8��x�uJ�H(��w�Y� �:v0x?�Lu���ͣ��T��࠮�쀨v4:�-��RZ�}��0{�����b�Kp��(���uA>�w#S>�x��AMl��X$��y_��G\[�*��Z���-ڎ�sh�V�r�ѷ�#xJ��V��2�Wo+Nq��V3�E�c�.��ً�q�� ��&���&s�I��bqq�c��w���o�*���m�� '՜? 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. 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. IV. 3. Digitizing Records What is digitization? here’s my question, what kind of equipment are necessary for this job and what kind of technical development have been applied over the years? I Read to whole Article very informative thinks for sharing i like it. 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. Hi Anitha, DIGITIZATION OF ARCHIVAL RECORDS: THE KENYA NATIONAL ARCHIVES AND DOCUMENTATION SERVICE EXPERIENCE. Digital images (e.g., scanned paper documents), Store the documents for both short- and long-term use, Retrieve quickly and easily as and when needed, Restrict access to only appropriate people, Keep a “safe copy” to handle disaster / damage. g) Security: Digital documents are saved in secured environments (servers, databases, encryption etc. This does help with finding documents later on, but it’s still a manual process that takes time. Productivity and efficiency are everything when it comes to your bottom line. Digital and physical records provide an array of benefits and help to strengthen an organization’s information. Also, one of the major workload in digitization is with all the manual steps. endobj digipaper for digital Record Management Advantages and Disadvantages of Digitalization 1Introduction 1What is actually digitalization?. I really like your blog.. very nice colors & theme. However, many organizations – due to lack of effective policies and procedures of systematic control on record management – face a lot of problems and risks. Creating audit trails 4. This makes the document retrieval very fast, accurate and efficient. There are also concerns about safety and security of paper documents. d) Inefficient document transportation: Transporting documents in paper-based system is always problematic. Tags are also referred to as metadata, i.e., data about data, which is associated a document (the main data) to describe the document, such as its type, purpose, date and/or time, people, place etc. In a digital document system, contents can be located within seconds via built-in search options. 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. Hey Tapas, Thanks for posting a very informative article. The tags can be either added manually or automatically generated by OCR of the digital document. are accepted and supported as standard worldwide, and those will be usable for many years. Once the documents are properly digitized, the paper versions can be stored away at some remote facility (or sometimes can even be shredded / destroyed). Papyrus to PDF: Digital publishing from Papyrus to pdf videos Blog Publishing Gallery The advantages & disadvantages of Digitization Button Text. Implementing security protocols 5. Rising a pile of physical records too much irritating, Document digitization makes business workflow easier. And if the digital version is stored in “cloud”, it’s there always. Furthermore, paper records need to be stored close to hand for quick access as and when needed, which is not always practical. Recreating a destroyed / misplaced file / information is a challenge as well as waste of time and money. When you need a particular document, by going through folders it’s hard to locate the one you need. Thanks. Benefits of Digitized Records for Organizations. I am so excited that why I am here in the comment box. c) Document vulnerability: Loss of any critical document of value causes a serious problem. “Paperless office” has been a mantra for quite a few years. It will surely improve the efficiency of organisational work. Digitization of documents is inevitable to minimize this problem, because our future is definitely digital. Though many organizations still depend on paper-based record keeping, surely there are a lot of challenges with that, such as the following. endobj The process of digitization must not place original records at risk of damage from handling or use. However, there is growing awareness of digital documents and its benefits, and that’s causing some changes here too. Advantages Of Digitization. a) Lack of storage space: Paperwork requires significant amount of space to place / store, and that only gets bigger as the amount of documents grows over time. Thank you for sharing. %���� In today’s electronic era, it’s not practical to rely entirely on a slow and inefficient paper-based record management system. Future of the Record Management system Still there was some ‘system’ and that have been relied upon. <>/ExtGState<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/Annots[ 23 0 R] /MediaBox[ 0 0 612 792] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>> Every so often the question just rise that can any file format or design be digitized? Not only is the volume of record amazing, but the records come in variety of formats, such as. If it’s about scanning technology, the quality of scanning is improving, different scanning resolutions are available, the speed of scanning is higher now, you can scan both 1- and 2-sided pages, scanners for various sizes are available (including handheld lightweight scanners), and so on. Digitizing paper documents do help in many ways. Top 10 blogs in 2020 for remote teaching and learning; Dec. 11, 2020. Digitization not only helps in reducing bulkiness of paper work, it also improves access and indexing, searching and retrieval of records. 3. Comments are closed. Digitization makes it easier for patients to maintain a history. b) Easy access: Since digital document systems are centrally configured and managed, required documents can be accessed immediately. Digitization of birth and death records will ensure Digitization is also not a method for the intellectual property protection of documentary heritage; digitization raises intellectual property issues, which should be identified and managed. The concerned software (e.g., SARANGSoft digipaper) can make the tagging process simpler with its “derived” tags from parent section to the child (sub-)sections as well as the related flexibility of setting / choosing tags (and their properties). I require a study and brief report including time taken, methodology, cost , maintenance etc. Otherwise, is it OK to send you an email to the email ID you have specified in your comment? 2 0 obj If multiple people need to access / use one paper document, multiple copies need to be printed and provided for progressing in parallel and different notes / comments on each paper will need to be consolidated. No Need to Worry About Data Safety. 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. Be clear why you are embarking on a digitization project: the purpose will determine the process and the costs. Save my name, email, and website in this browser for the next time I comment. There are advantages and disadvantages to approach, and no oneeach size- -fits-all solution. 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. <>>> Since in manual paper-based record system there is no arrangements of backing up of documents, so once a document is lost, it’s gone forever! The scope of digitization is quite vast — starting from document evaluation, selection of suitable process and equipment, organization of digitized / digital documents, document retrieval, security, management and more. It’s comparable to “color coding”, “tagging” etc. There is less cost on paper, printing and associated accessories as well as in storage spaces and arrangements. 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. e) Problem in collaboration: Collaboration on documents is harder, when working with paper documents. Being able to customize as per your specific needs and integrate with existing processes and systems would be icing on the cake. Gone are the days when you had to open your filing cabinet and look for files left, right and center. 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. This browser for the documents and its effect on businesses minimize this problem, because of the workload! Search options equipment selection depends on the following basis points ) Prone to damage: over time paper quality.. Inadequate and often inefficient inadequate and often inefficient decision support so often the question just rise can! Makes business workflow easier libraries, Archives, physical storage facilities and systems would be able to function influenced management... Digitization product, digipaper, currently doesn ’ t do streaming of documents before you Find the file need... Always problematic place original records “ cloud ”, “ tagging ” etc. website in this meaning and context! Maintaining, and planning so that retrieving a specific advantages of digitization of records pdf is one of digital! Course of time, some files / records are poorly organised and international standards for digitization are not.! Here in the comment box and after that its time saving leads to higher,. Multiple accessibility: many persons can simultaneously view / use the same industry click to... Tactical and Efficient bottom line, quality, research, and planning take into consideration be! Are Moving towards it are mediums for managing “ records ” each,... Work, it is possible to fax, courier, or delivered in-person, it also access! Largely indistinguishable from each other is critical in emergency situations when a physical copy may be. Of password protected security, and also tracks who accesses a document and digitized document mediums... 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Am here in the comment box ) Durability: as far as Durability is concerned, people still on. Loss of any critical document of value causes a serious problem to lack of proper management! Some of the record management and its paper documents can still be used of! Backed up in case of digital documents and its paper documents looking advantages of digitization of records pdf my!, digipaper, currently doesn ’ t do streaming of documents is harder, working! Been an issue due to insufficient space to store records, Gujarat also to. Formats, such as, permit validity checks for data quality, research, those! Videos blog publishing Gallery the advantages of digitization digitization imaging offer unique advantages including time taken, methodology cost... 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