Piter Smith
Piter Smith 2 November 2023

What is Document Digitization and Why is it Worth Implementing?

Thanks to digitization, you do not have to worry that your documents will be destroyed, for example as a result of spilling coffee, fire or any other unexpected event. All digital materials can be recovered even in the event of a computer failure.

Some time ago, every company or secretariat had a specially designed space where they collected and stored paper documents. Nowadays, however, document archiving looks completely different - traditional archives are becoming obsolete.

The so-called digitization is responsible for this phenomenon. What is it and what is worth knowing about it? Why is it worth implementing this solution in your company?

What is Document Digitization and What Does it Involve?

Document digitization is the process of transforming paper documents into digital form. Thanks to this, the information contained in these materials becomes easily accessible from a computer and mobile device. 

They can be quickly searched, stored safely, and subjected to various electronic activities - shared, signed, approved, registered or edited. 

Many types of documents can be digitized:

  1. Invoices – Digitization of invoices enables easy management and quick access to information about transactions.
  2. Contracts – Digital copies of contracts allow them to be easily stored and shared.
  3. Financial reports – Digitizing financial reports facilitates data analysis and business decision-making.
  4. Personnel documents – Digital versions of employee documents, such as employment contracts, enable easy management of personal data in one application.
  5. Business notes – Digitizing notes facilitates communication between team members.
  6. Application forms – They are easier to complete and process than traditional ones.
  7. Legal documents – Digital copies of legal documents make them easier to access and archive.
  8. Medical records – Electronic medical records make it easier to manage patient data.
  9. Correspondence – Digitization of correspondence allows easy management and quick access to important messages.

Not only can documents be digitized, but also, for example, sound recordings or microfilms. This process is also perfect for archiving library materials and allows, on one hand, to make them available to users and, on the other hand, to protect the original against damage.

Why is Document Digitization Advisable?

Digitization allows all documents to be stored in digital form. But what are the benefits of deciding to implement it? What do you, as an entrepreneur, and the employees you manage gain? These are the positive effects of digitizing collections, archives and all types of documentation for your company.

  1. Saving office space
  2. Making everyday work easier
  3. Safe document storage
  4. Protection of documents against destruction
  5. Higher quality of customer service
  6. Digitalization and environmental protection

How to Implement Digitalization in Your Company?

Implementing document digitization in a company is a complex process. However, with proper planning and implementation, it will bring many benefits to businesses. Remember, however, that the key to success is not only the technology itself, but also the commitment and readiness of employees to change.

The working style of the document digitization system provider itself is also very important. It should provide comprehensive services and cooperate at every stage of implementation. 

It is worth paying attention to whether it devotes enough time to the pre-implementation interview, as well as whether it offers post-implementation support and general business consulting in the field of technology.

Implementation in each company will look completely different. Digitalization tools and implementation strategy are tailored to the specific nature of the business, its industry, size, goals and needs. 

However, a well-conducted adaptation must include the following stages:

1. Defining Goals and Requirements

The first step is to define what you want to achieve by digitizing your documents. Is it about improving business processes? Space saving? Reducing the cost? 

Define your goals and requirements to be able to plan the entire process well.

2. Analysis of the Current Situation

Then analyze the current situation in your company. What types of documents are currently used? How are they stored and managed? 

This will help you understand what changes are needed and what challenges may arise.

3. Choosing the Right Technology

The next step is to select appropriate tools and technologies for document digitization. There are many different systems and solutions available on the market. Therefore, it is important to make an informed choice that will meet all your requirements. 

For this purpose, you need to conduct thorough research in the industry of providers of this type of solutions.

4. Planning and Preparation

After choosing the right technology, it's time to plan and prepare. Decide which documents will be digitized first, set a work schedule and prepare appropriate resources.

5. Implementation

Now is the time for proper implementation. Start by digitizing selected documents, monitor the entire process and regularly check whether everything is working according to plan.

6. Staff Training

Don't forget to train your employees. They need to know how to use the new system and how to manage digital documents.

7. Monitoring and Continuous Improvement

After implementation, it is important to constantly monitor and improve the digitization process. 

Regularly check whether the system meets your expectations and whether it brings the expected benefits.

In Conclusion

Digitization plays an extremely important role in modern business and its further progress can be expected. It is worth keeping up with the times and using new technologies. 

All the more so because it brings measurable and specific benefits to both the company itself and its employees, partners and customers.

Digitizing documents is a process that can significantly improve the functioning of a company. 

From increasing work efficiency, through saving space, to protecting the environment - the benefits are numerous. 

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