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Digitizing

Text digitization

25/11/2021

One of the major business challenges and opportunities for home and SME businesses is digital innovation. To deal with this process satisfactorily, the company needed to make a significant investment, not only in experienced personnel to install the new process, but also in a range of software to digitize documents and documents.

What is document digitization?

Scanning documents has become common practice in companies. However, if you still have a huge amount of paperwork in your office to deal with, it's time to move your documents, including text and images, from paper to electronic format. 

This process can reduce the working time of employees in both private and public companies by 25%. The biggest advantage of digitizing documents is that it allows documents to be accessed from anywhere on all devices. This means your system will be up and running much faster thanks to an efficient workflow.

Depending on the needs of each business, different digitization processes can be implemented, such as automatic digitizing scanning, using full-text OCR (optical character recognition), or digitizing data.

What types of documents and documents can be digitized?

In general, it is possible to digitize any document in paper format, typically in businesses and factories such as:

  • Delivery notes: Digitization can reduce up to 80% of the time dedicated to resolving customer issues.
  • Bill: certified invoice number
  • Medical records to modernize medical centers, ensuring that no patient's records are lost.
  • Folder: Administration, human resources, customers, risk files, suppliers, products, techniques... increase 90% efficiency when searching and managing documents.
  • Contract: Eliminating the work of managing and storing contract documents at branches and offices.
  • Handwritten text: to save office space and money photo. 

Why digitize documents and documents?

There are many factors that require your business to implement document digitization. In addition to saving space, the key factor is being able to get information faster and more accurately. Therefore, the benefit of digitization for businesses is to save time and increase work efficiency.

There are also other possible reasons why you have to go through this process, including:

  • Saving physical space.
  • Reducing search time.
  • Faster access to information: Sharing information both internally (colleagues) and externally (customers), faster.
  • Disaster security: It can be protected with different access codes and restrictions depending on the user. This reduces the risk of loss or theft of information.
  • Accessing from any device and location: Every day, in a large number of companies, employees have to consult information without being present at the office. Leaving information in the file cabinet will limit access, it is necessary to be present at the company to consult the information.
  • Savings in printing: Environmental awareness is increasing, so many companies want to stop printing unnecessary papers and save on printing costs (ink, paper, photocopy...).
  • Maintenance cost savings: Having large physical information files requires purchase orders. Surely this consumes resources, which means it will need someone to take care of it.

What is the process of digitizing documents and documents?

Many companies fear going digital because they believe it is a tedious process or takes time to adapt. In addition, they are not too trusting when leaving their precious documents in the hands of others. 

However, you should know that digitization is completely safe and will allow you to benefit from it in the short term, leading to focus on other tasks of greater value to the company.

The digitization process includes the following stages: 

  • Collecting documents at any point where the company's headquarters is located.
  • Removing any elements associated with the document such as clips or pins, extract the originals from briefcases, bags... and manually sort if necessary.
  • Digitizing and scanning: The digitization process converts paper into electronic images through high-powered scanners and flatbed scanners.
  • Optical identification: Configured to perform image processing, image validation and semi-structured recognition of formats, characters, marks, barcodes...
  • Recording/verifying: The intelligent recording system manages to minimize the necessary manual keystrokes. Image quality control is also ensured through video recording.
  • Expertising: Introduce specific rules, validation against database, validation against Host credentials.
  • Exporting data and images in standard formats (txt, mdb, xml and tiff, pdf...) and web mining.

If you are ready to take the next step in the process of digitizing documents and business documents, contact us, ZinPro's top experts are always ready to advise you. Hotline 0835-299-922.

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