Digitalization of documents
1.What is document digitalization?
2.Difference between scanning and digitalization
3.How do companies digitalize?
4.The DMS: A cornerstone in the digitalization process
Document digitization is the process whereby a paper document is converted into an electronic format. The most common method involves scanning documents using either a multifunction printer or a scanner. Once the documents are converted, they are then processed, shared, validated, and stored in digital format, usually as PDF files.
However, digitization can also mean a complete absence of printing (and thus of paper) in an information communication flow. Implemented daily, this process is fully integrated into the digital transformation of organizations.
Digitalization: Definition
Digitalization is the transformation of printed documents from their paper format into a digital version. This allows for the storage, sharing, and collaborative work of information. The main goal is to provide a secure environment for the storage and use of documents. This electronic process can be applied to any type of document, including invoices, contracts, expense reports, payslips, correspondence, etc.
Scanning and digitalization are two similar processes that should however be distinguished. Indeed, scanning refers to the process of recording a document on an electronic medium.
Digitalization is a more advanced step that includes the concept of automating a process of distribution, classification, or archiving for evidentiary purposes (in a digital safe, for example). Therefore, these two digital processes can be carried out separately or combined in an overall business process.
An increasing number of companies are turning to digitalization to simplify their daily and long term business processes. To this end, it is important to consider the starting point of the process.
Either the information is originally on paper. In this case, a scanning operation will need to be implemented using a multifunction printer (MFP) or a scanner to generate one or more PDF files that will then be managed in a 100% electronic format.
Or the information is originally electronic. The digitalization methods will then consist of completely (or partially*) eliminating the generation of paper documents. Hence, the entire process will be carried out exclusively in digital format. Take for example communicating sales invoices to customers or payslips to employees generated by an ERP, a sales management system, or an HRIS. In these instances, digitalization will involve communicating these electronic documents to the concerned parties using software solutions suitable for them. Paper versions will not exist.
*A digitalization can indeed be partial because, to date, regulations still allow clients or employees to receive documents in paper format.
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The DMS: A cornerstone in the digitalization process
Electronic document management and digitalization
Implementing a Document Management System (DMS) as part of a digitalization initiative supports all the necessary steps in the information processing chain. It offers a structured and coherent approach to converting physical documents into digital format, ensuring a more efficient and secure management of information within a company. By integrating a DMS solution, the company equips itself with the necessary tools to simplify and optimize its document management.
Key Points:
- The capture and recognition of information from scanned documents
- Automated filing within a structured folder hierarchy
- Document sharing with third parties and collaborative processing (validation, co-editing, etc.)
- Content security
- Archiving with probative value
