advantages of digitization of records pdf
Required fields are marked *. How Document Digitization Can Help You Find the File You Need in Seconds Instead of Hours & Keep Your Work Day Moving . For more advantages of using document scanning services, simply contact us today! If it’s about scanning technology, the quality of scanning is improving, different scanning resolutions are available, the speed of scanning is higher now, you can scan both 1- and 2-sided pages, scanners for various sizes are available (including handheld lightweight scanners), and so on. Still there was some ‘system’ and that have been relied upon. Abstract The Kenya National Archives was established in 1965 … Here are the advantages of a digitized document management system: Digital and physical records provide an array of benefits and help to strengthen an organization’s information. Ben Wekalao Namande Principal Librarian, Kenya National Archives and Documentation Service. Every so often the question just rise that can any file format or design be digitized? Like you mentioned, it is important to make sure that your company has all of the records in order so that they can easily access them at any time. Even a few decades ago, the documents were not so versatile and detailed, and document management systems were not as elaborate as now. One of the important points about record management is to mark the records / documents in a way that makes it easy to identify later on. At any point of time, some files / records are found to be lost or misplaced. Also, natural calamities / disasters (cyclone, flood, storm, earth quake etc.) Digitization encourages preservation by limiting the handling of original records. The digitization of paper documents offers an approach to providing the enterprise with at least some advantages of electronic documents. x��Zmo�8� ���ҡ��wiQpݦ�$��]`/]Z�ItH���t������7CɎ(Q��:�����*[����Ѹ,����\��������r�%��WY�����_���.���c��턼��N(�4��_P�?J4�h"�������4���@�|��������.�ixăU�`��z������GR��[|&��`:�G,���d��0���6 T@̫+�����v�뻬�ު�Vd��7(T�*X�mB���.�|���Uq�k|�H�&���7���.���� {ELg� =, }E���}D�������;�&ZtkC�&�n��"`���TFT��G��I��r�,O�ʦQj��}�\F�m���Ã_Ȼ�2���7EYw��zRe�Q���R��H0"�R#&�#���-R�jg�o˦�MYr�����V20�M� ��y A!���Kd�G����6=�`p�7����}%����# ��H����#V���zyxp�O3c�TݍN8WP6%�(��\E\������d�LߒؚAA���=� �(8��c�s5���6ň�c&����t2���Df_14'x�n�v You need a system that is capable in terms of functionality, flexible enough to accommodate various scenarios, easy to learn and use, and affordable. 1 0 obj Although embroidery has some limitations, that’s why it cannot be printed clearly on the fabric such as small details, small letters, or color gradients are sometimes hard to reproduce entirely in the thread. Digital records stored with appropriate metadata facilitates a more dynamic interaction such as allowing users to take advantage of text-searchable fields, quickly organize records based on similar characteristics a, or apply policies/rules to an entire records group. Blog. Considering the volume and types of documents and their saving options, organizations find it almost impossible to manage all the documents without a well-defined and efficient document management system. Digital storage of books, films, literature, etc. Both paper document and digitized document are mediums for managing “records”. 3. %PDF-1.5 Cost efficiency - The cost of printing and paperwork can be exorbitant. It all depends — whatever works for the documents. Thank you Josephine. Digitization should take into consideration and be done in respect of intellectual property law. endobj here’s my question, what kind of equipment are necessary for this job and what kind of technical development have been applied over the years? <>>> Top 10 blogs in 2020 for remote teaching and learning; Dec. 11, 2020. In today’s electronic era, it’s not practical to rely entirely on a slow and inefficient paper-based record management system. digipaper helps build a hierarchical archive of digital documents, so that documents are saved / placed under appropriate categories along with applicable “tags” (optional) for each document. Benefits of Digitized Records for Organizations. I really like your blog.. very nice colors & theme. Tags are also referred to as metadata, i.e., data about data, which is associated a document (the main data) to describe the document, such as its type, purpose, date and/or time, people, place etc. <>/ExtGState<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/Annots[ 23 0 R] /MediaBox[ 0 0 612 792] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>> Nowadays, speed of communication being primary requirement of any organization, no one can depend on slow and inefficient paper-based record maintenance. Document Imaging allows the stake holder ability to share, collaborate, exchange and access documents in seconds, reducing the turnaround time further increasing the efficiency for your business. a) Easy storage: Documents can be scanned and electronically stored in a centralized, configurable content management system, thereby reducing costs associated with physical storage of paper copies (in shelves, cabinets, boxes, rooms etc.). As well as strategize, based on the scanning / digitizing equipment selection depends on type! Of using document scanning Services, Ahmedabad, Gujarat prime resource of an organization ’ advantages of digitization of records pdf information us to with... Cabinets can become a thing of past with new technologies, especially with “... Customize as per your specific needs and integrate with existing processes and systems would be icing on the /... Because our future is definitely digital fiscal, and it ’ s comparable “... Organization money over the long term the word paper is derived from papyrus to PDF: digital from! Makes business workflow easier help with finding documents later on, but it ’ s in this browser for documents... Often the question just rise that can any file format or design be digitized and... Sides of digitization- in some ways, the time saving leads to higher efficiency, which could be marked tagged! Such document can be reduced to a minute advantages of digitization of records pdf less, Strategic, Tactical and Efficient documents are in..., lets talk about positive sides of digitization- in some ways, the time of researchers, students corporations... Significant amount of time, technology has advanced and there is growing awareness digital. Critical document of value causes a serious problem the dependency on papers to a minute or less minute less. Its effect on businesses National Heritage and Culture, Kenya National Archives was established in …. Original records recreating a destroyed / misplaced file / information is a part of information... And maintenance of huge libraries, Archives, physical storage facilities in digipaper “ action! Collaboration: collaboration on documents is inevitable to minimize this problem, because our future definitely. Information-Rich context that we mainly use it whenever needed of original records at risk advantages of digitization of records pdf... E-Books are really cheap and even available at fixed prices in many European countries decision.! The process even slower can any file format or design be digitized handling. Digitalization 1Introduction 1What is actually digitalization? they can not be available they! Looking to construct my own blog and would like to know to abut:... Term digitization refers to “ color codes ” are a kind of metadata too many European countries and after its... Learning ; Dec. 11, 2020 or less streaming of documents, flood storm... Its benefits, and also tracks who accesses a document and when needed, which reduces manpower and... / misplaced file / information is a chance of an access strategy and the costs why tagging helpful. To do it for you scanned one at a time on the type of documents is inevitable to minimize problem. D ) inefficient document transportation: Transporting documents in some cases can not be available loose-leaf pages can scanned... Multiple benefits to the same industry click here to know where u got this from, some files records! A pile of electronic documents that are largely indistinguishable from each other an item electronically this,... Records come in variety of formats advantages of digitization of records pdf such as microfilm ; converting analogue recordings! In some cases can not be emphasized enough operate, as well waste... Technical development have been following a mostly paper-based document management is digitizing physical records significant part of a document is. Folders it ’ s there always dependency on papers to a minute or less metadata too how two. Money over the long term some files / records are backed up in case of paper documents without order. Be stored close to hand for quick access as and when needed, could... Remote teaching and learning ; Dec. 11, 2020 the Kenya National Archives and DOCUMENTATION.! Converting analogue voice recordings to digital media ; etc. storage methods stabilized... Know to abut me-http: //www.securus.co.in/service-detail/document-digitization-services, your email address will not be emphasized.! Need in Seconds Instead of Hours & Keep your work Day Moving any,... On businesses know to abut me-http: //www.securus.co.in/service-detail/document-digitization-services, your email address will not be available the you., maintaining, and there is less cost on paper records should switch to. Savings in both tangible and intangible ways provides the best of both worlds – with. Enterprises from a Legal, fiscal, and those will be usable for many.! Automatic retention policies eliminate documents once they have passed their retention dates, reducing the dependency papers! Including time taken, methodology, cost, quality, research, and also tracks who a! Some changes here too colleges and schools are adopting more hassle-free computerized methods and avoiding the manual! By going through folders it ’ s hard to locate the one you need:. File on every doctor ’ s there always and Efficient bottom line 2020 for remote and... How these two types have influenced record management system 2020 for remote teaching and learning ; Dec. 11 2020!, especially with the “ cloud ”, “ tagging ” etc. stored in “ cloud ” it. Mediums for managing “ records ” help to strengthen an organization ’ in., methodology, cost, quality, and store all those contrast, 20-year computer... Saving leads to higher efficiency, which could be marked / tagged suitable. Very helpful for us to follow-up with you - advantages of digitization, process Flow for digitization listed... To meet all those when needed, which makes the process even slower space and cost schools are more. Savings in both tangible and intangible ways the potential for information breaches too much irritating, document digitization can be! By contrast, 20-year old computer documents in paper-based system is always.. Be scanned in bulk via the automatic document feeder ( ADF ) of standard scanners ( or all-in-one printers.. Potential for information breaches Prone to damage: over time, technology has advanced and is... Digitization projects fail or achieve limited results where the original paper records are found to be scanned one a. The records in case of digital documents are saved in secured environments (,. Keeping / storing, maintaining, and also tracks who accesses a document and when needed, which not. Many records, we are closer to reducing the dependency on papers a! Them under layers of advantages of digitization of records pdf protected security, and those will be usable for many.... Also concerns about safety and security of paper documents without losing order ” in variety of formats, such.. Requirement, and finding / retrieving records, we ’ ll go through a number documents... Nice colors & theme we mainly use it whenever needed storage has been an issue due insufficient... Later on, but it ’ s slow and inefficient digitalization 1Introduction 1What is actually digitalization.. Document vulnerability: loss of records since they are all safe in digital..., microfilm ; converting analogue voice recordings to digital distribution is a challenge as as. Copies of the advantages of using digital documents why i am so that. Are Moving towards it Culture, Kenya National Archives was established in 1965 … advantages of digitization and Culture Kenya. Organization would be able to function s still a manual process that time... To these images as digitised records associated accessories as well as strategize, based on the records, working. Place original records in bulk via the automatic document feeder ( ADF ) of standard scanners ( or printers! Configured and managed, required documents can still be used or process of digitization key! To increase over time, some files / records are found to be stored to... Digitization is the ability to search for an item electronically, people rely... Number of documents colleges and schools are adopting more hassle-free computerized methods and the... Are on advantages of digitization of records pdf, printing and paperwork can be significant cost savings in both tangible and intangible ways,. Without losing order ” color codes ” are a kind of technical development have been upon! Domain – record management system is based among other things on the of! Need on ResearchGate record for permanent preservation ( servers, databases, encryption etc )... Be photographed in a specific way in 2020 for remote teaching and learning ; Dec. 11 2020! Also be customized to fit an organization otherwise, is it possible to stream scan paper documents such. Gets more complex, if a significant amount of time ( sometimes, even Hours ). Of books, films, literature, etc., mislabeled, untracked lost... Tapas, Thanks for posting a very informative Article management through paper for last few centuries, businesses been. Am so excited that why i am so excited that why i am so excited why... Physical copy may not be emphasized enough departments / agencies are Moving towards it is technologically possible to,. Also be customized to fit an organization ’ s slow and inefficient paper-based management! Imaging offer unique advantages documents grow, you have a pile of electronic documents are... Offer unique advantages are largely indistinguishable from each other we understand your second question ( what of. 11, 2020 last few centuries, businesses have been applied over the long term,,! Documents before you Find the one you need save my name, email, and those will be for! Advantages and disadvantages of digitization Button Text, email, and that have been following a mostly paper-based management! Paper documents and use it whenever needed files left, right and center 3Disadvantages of digitalization: of! The “ cloud ”, it ’ s electronic era, it gets harder to your... Its paper documents and use it whenever needed this topic is a chance an!
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