Converting items to digital format can result in enormous benefits for both users and institutions.
Digitization offers the following potential benefits to organizations:
The ability for more than one person to access images at once:
Users can concurrently access the same image. A company or organization does not need to acquire and keep several copies of one image.
Access to material from anywhere at any time:
Really this benefit is closely related to the previous one, but the previous point was specific to concurrency in number of users (20 users imagine sharing a new procedure to be implemented in a company or organization). Apart from access while users can do from different locations, different devices, anytime. The physical documentation usually has a schedule of access, but the business world (and the public goes along) knows no timetables or regions, making business and operations throughout the week, especially when SMEs start internationalize and presence in several markets at once (you do not have to be in the same time zone).
Greater integration with business applications:
Integration is one of the fundamental pillars of document management, since many business applications produce documents, and also many applications that exploit them.
The ability to transmit images within a structured workflow to facilitate:
The process of transferring hard copies of images can be really expensive, in time and physical material (ink, paper). The imaging processes with minimal quality are really expensive, in time and physical material (ink, paper). To collaborate on images, whether flat, scanning documents (ID cards etc.). To annotate these documents and make comments without these modify the image itself allow us to provide information about the image, etc. about their suitability; but not modify or attach paper documents that should be generating at various stages of proceedings.
The elimination of hybrid systems (paper and digital) that can confuse users who want access to the entire history of a case:
When we change environments when speaking of the same compendium of information, we will inevitably lose some information along the way. There will be some updated documents in digital paper that are obsolete, and in many cases it will be difficult to know which is the latest version of the document or set of documents in question. Furthermore, as indicated from the norm, tracking (history) to the evolution of the document will be really difficult to do, since the document may be digital in some versions, and on paper in a specific location for other versions.
The ability to reuse existing resources limited by its format, such as large maps or materials stored on microfilm or magnetic tape:
Of course, the physical resources are limited, both the size of printing as to the cost of storing. Storing large volumes of maps, paper documents etc. has an associated cost huge in itself, not only by the slow search or access difficulties, but simply because the square meter of land is expensive, and populate it with data in the form of paper does not seem the best investments perform, hence the benefits of using other methods like the "cloud".
The application of classification and indexing methods consistent for document retrieval, especially for hybrid records:
Recovery methods of physical documents, using technologies such as RFID, pose real expensive and lengthy projects in implementation time. The classification of physical documents always being done in digital since the publication of a classification scheme is something virtually untreatable physical (imagine a library with a Flexible invetario done on paper ... really impossible ..)
Integration with the organization's procedures for disaster recovery and backups:
Backup copies of paper documents, in a really high percentage of cases, not performed. The reason is that it tends to ensure the environment but mantenero physical duplication in at least two locations of paper documents, would involve an investment really high. However, once digitized documents, this is immediate. There are many ways to make automated backups over time (incremental backups) completely transparent to all users in an organization. Apart from specific solutions; we have generic solutions and affordable basis as server vendors in cloud environments.
Obtaining a copy protected and safe:
A backup of a paper document requires either alone scanning of the document or use a capture process to perform a physical reproduction (with paper waste, electricity and associated with printing ink). The backup in an encrypted environment is performed in most cases in a matter of less than one second.
The potential reduction in physical storage space:
If you have paper records that are currently taking up space in your office, digitizing these records can save you both storage space and money. Scanning your paper records can save you money on reference requests, since you can instantly access the information in the digitized records rather than placing repeated requests for the paper records. The library houses lots of books which if were to be made digital would only require a series of connected computers. The computers would be served by one server which would be the central access point for all the information from these books.
The ability to increase the productivity of the organization:
Document capture systems that support document scanning reported drastic reductions of manual labour, or what is the same, release team task as identifying documents, archiving according to their type and extraction information contained in the documents. Between 60 and 90% of the costs of such tasks are entirely avoidable using support advanced capture system.
At EITC, Our Digitization Steps involve:
- evaluation of hardware and software,
- adhering to copyright law,
- preventing unauthorized duplication of items,
- preparing material for the actual digitization process,
- creation and storage of newly required metadata,
- training staff to deal with digital items.