Many businesses are looking towards document digitisation to improve efficiency and data security within their processes.
But what is document digitisation? And why are businesses taking this next step to transform their processes? Throughout this blog post, we explain it all.
- What is document digitisation?
- The importance of document digitisation
- Benefits of document digitisation
- The process of document digitisation
- Integrating digitised documents into a DMS
What is document digitisation?
Many documents stored and used by businesses are in a physical format, such as paper documents. Document digitisation is the process of converting these physical documents into digital formats such as PDF, JPEG or HTML.
This involves scanning paper documents and converting the information contained within them into electronic files that can be stored, managed and accessed digitally.
The ultimate goal of document digitisation is to make information more accessible, searchable and easier to manage.
The importance of document digitisation
Document digitisation is crucial in today's digital age to keep up with high demands, an abundance of documents and the introduction of remote working on a wide scale.
Here are some key aspects highlighting the importance of document digitisation.
Efficient information retrieval
Digitised documents are easily searchable, enabling quick and efficient retrieval of information. This can save significant time compared to manually searching through physical files.
Enhanced accessibility
Digital documents can be accessed remotely from various locations and devices, promoting flexibility and collaboration among team members. This is particularly important in modern work environments where remote work and global collaborations are common.
Space and cost savings
Storing physical documents requires space, and managing large volumes of paper can be costly. For example, an office space in London can cost up to £117.50 per square foot per month.
Digitising documents reduces the need for physical storage space and further lowers costs associated with printing, paper, ink and manual filing systems.
Improved security
Digital documents can be encrypted and protected with access controls, providing a higher security level than physical documents.
This helps prevent unauthorised access and ensures the integrity of sensitive information.
Disaster recovery and business continuity
Digital documents can be backed up and stored in multiple locations, reducing the risk of data loss in the event of disasters such as fires, floods or other emergencies. This contributes to better business continuity planning.
Streamlined workflows
Digital documents enable the automation of workflows and processes.
Tasks such as approval processes, document routing and version control can be streamlined, increasing efficiency and reducing errors.
Compliance and regulatory requirements
Many industries have specific compliance and regulatory requirements regarding document management and retention.
Digitising documents can facilitate compliance by providing tools for proper document tracking, auditing and adherence to retention policies.
Environmental sustainability
Digitisation contributes to environmental sustainability by reducing the need for paper production, printing and physical transportation of documents. It aligns with eco-friendly practices and corporate social responsibility initiatives such as becoming a paperless office.
Collaboration and sharing
Digital documents can be easily shared and collaborated on in real time. This fosters better communication and teamwork, especially in organisations with distributed teams or those working on joint projects.
Adaptation to technological advances
Embracing document digitisation allows organisations to stay current with technological trends. It positions them to adopt emerging technologies such as artificial intelligence, machine learning and advanced analytics for further insights.
Benefits of document digitisation
We've provided glimpses of the advantages associated with the digitisation of your documents. Now, let's delve into a more detailed exploration of these benefits.
Enhanced searchability
Searchability for documents is easy when documents are digital and indexed. There’s no need to scroll through thousands of paper copies and filing cabinets.
Optical Character Recognition (OCR) technology allows for full-text search capabilities so users can search for specific terms or phrases within the content of documents.
Space saving and environmental impact
Digital documents eliminate the need for physical storage space, meaning businesses can repurpose or downsize office spaces, leading to cost savings.
Document digitisation also contributes to the vision of a paperless office. Reduced reliance on paper aligns with sustainability goals and environmental responsibility.
Compliance and legal document retention
A digitised document system makes it easier to retrieve audits and ensures compliance with industry standards and regulations.
Document digitisation allows for the implementation of automated retention policies and ensures that legal and compliance requirements for document retention are consistently met.
Digitisation further enables better version control of documents. This helps maintain a clear record of changes, which is crucial for legal documentation and compliance audits.
Overall efficiency and cost savings
Quick access and retrieval of documents save time for employees, enhancing overall workflow efficiency.
Digital documents support real-time collaboration among teams, further strengthening communication and teamwork.
Document digitisation brings a multitude of benefits, including enhanced searchability, space saving and positive environmental impact by contributing to the realisation of a paperless office.
How digitisation helped Chichester College Group
Back in 2018, Chichester College Group wanted to shift to the digital world. With over 20,000 students, it was a daunting task.
DocuWare re-engineered some long-standing, antiquated paper-based processes, improved compliance, increased storage and encouraged some new, greener ways of thinking.
The number of documents that are now managed digitally is in the hundreds of thousands, so the college has hit its objective of reducing its negative environmental impact and made huge cost savings on paper, printer cartridges and other consumables.
The process of document digitisation
The process of document digitisation involves scanning, indexing, quality control, storage, retrieval and ongoing management.
By understanding this document digitisation process in detail, businesses can optimise their document management practices and lay a robust foundation for a more agile and technologically advanced future.
1. Scanning
Physical documents are converted into digital format through the use of specialised scanning equipment
High-quality scanners capture images of each page, ensuring clarity and accuracy
2. Indexing
Digital documents are organised and structured for efficient retrieval
Indexing involves assigning metadata or tags, such as keywords, categories, or dates to each document
3. Optical character recognition (OCR)
OCR technology recognises and converts text from scanned images into editable and searchable content
This step enhances the searchability of digitised documents, allowing for text-based queries
4. Quality control
Rigorous quality checks are conducted to ensure the accuracy and completeness of the digitised content
This involves verifying that all pages are scanned, images are clear and text recognition is error-free
5. Storage and management
Digitised documents are stored electronically, often utilising document management systems or cloud storage
The storage architecture may include version control and access controls to manage document security
6. Retrieval and access
Digital documents are made accessible through user-friendly interfaces
Users can retrieve documents efficiently, utilising the indexing and search features implemented during the digitisation process
7. Backup and disaster recovery
Backup systems are implemented to prevent data loss
Digitised documents are stored in multiple locations, ensuring resilience against potential disasters
8. Integration with workflows
Digitised documents are integrated into existing workflows, allowing for seamless collaboration and process automation
This step enhances overall business efficiency
9. Continuous monitoring and updates
Regular monitoring ensures the ongoing integrity and security of digitised documents
Updates to technology or processes may be implemented to maintain efficiency and compliance
10. Compliance and auditing
Compliance with legal and industry regulations is ensured through the application of appropriate retention policies
Digitised documents facilitate auditing processes by clearly recording document history and usage
Integrating digitised documents into a DMS
Transitioning from traditional paper-based processes to digital formats can be done seamlessly by integrating with a document management system (DMS), such as DocuWare.
A DMS works with digitised documents by providing a centralised and organised platform for storing, managing and accessing digital files.
This integration not only addresses the challenges of efficient document storage and retrieval but also unlocks a myriad of advantages, ranging from enhanced security and compliance to streamlined collaboration and cost-effectiveness.
Integration also allows for automating workflows within the DMS, further streamlining processes, reducing manual intervention and improving overall operational efficiency.
DMS integration facilitates effective version control for digitised documents. Provides access to the latest versions and helps in tracking changes over time.
The advantages of having digitised documents in a DMS
Enhanced searchability
DMS platforms often provide robust search functionalities. Digitised documents benefit from these features, making it easy to locate specific information quickly.
Access controls and security
DMS integration allows for the implementation of access controls, which ensures sensitive digitised documents are only accessible to authorised personnel, enhancing security.
Collaboration and sharing
A DMS platform supports collaborative features so teams can collaborate on digitised documents in real-time, regardless of geographical location.
Audit trails and compliance
A DMS system maintains detailed audit trails and facilitates compliance with regulatory requirements by providing a transparent record of document activities.
Backup and disaster recovery
Digitised documents within a DMS benefit from the platform's backup and disaster recovery capabilities. Data is, therefore, resilient and minimises the risk of loss.
Scalability and future-proofing
DMS integration provides scalability for growing document volumes, future-proofing the organisation by accommodating evolving business needs and technological advancements.
Cost savings
DMS platforms often lead to cost savings associated with document management. It reduces the need for physical storage, printing and manual handling of documents.
Efficient retrieval and archiving
Digitised documents in a DMS can be efficiently retrieved and archived. This promotes a systematic and organised approach to document lifecycle management.
From enhancing searchability and collaboration to ensuring security, compliance and cost-effectiveness, this integration plays a pivotal role in optimising document workflows and fostering a more efficient and agile business environment.
Digitise your documents and stay ahead of the curve
Digitising documents is a strategic move that goes beyond mere operational convenience. It’s a transformative step that positively impacts various aspects of a company's operations, making it more efficient, cost-effective, secure and adaptable to the evolving digital landscape.