In an era where information is produced and consumed with breakneck speed, the document management efficiency becomes more important than ever. However, many businesses are still grappling with the stack of paper records bulky and take a lot of time to search for information. Standing before this situation, solution document digitization not only is an option, but also is a step required to the business can survive and sustainable development.
The same Lac Viet Computing discover the solutions, tools digitized comprehensive documentation and how to implement in practical business.
1. Introduction to the numerical solution of documents
Solution document digitization is services switch content from PDF files or images not structured into structured data. App OCR technology, the solution will identify and extract information, then converted into JSON format with the key defined available through models LLM, guaranteed compatible for easy import to the integrated system to another.
In the era of transformation of this solution to help businesses reduce the load of paper records, environmental protection and resource optimization. When the document is stored on the electronic platform, businesses can easily access information from anywhere, served for quick decision making and more accurate.
2. 4 main services of the solution document digitization of Vietnam
Lac Viet bring a set of tools, document digitization, advanced to meet the processing needs, extract and manage data in a comprehensive way for business. Each service of the ministry of solutions are designed to solve specific documents, data, internal, help businesses optimize processes and increase work efficiency.
Here are 4 main services in the solution document digitization of Vietnam:
2.1 OCR (Optical Character Recognition)
- Convert scan documents and images into digital text, which helps businesses easily store, search, manage the critical data quickly, accurately.
- Supports character recognition in many different languagesin accordance with the business needs handle material multi-language such as international document or documents from the foreign partners.
- The OCR technology of Vietnam reached high accuracyhelp recognize and extract text from standard up to 99%, minimize errors compared to input manually.
2.2 digitization extract data
- Automatically recognize and collect the important information from the text with no structure such as contracts, invoices, receipts.
- Not only support the text format often the digitization of Vietnam also compatible with popular formats such as PDF, JPEG, PNG and many other types of documents, making it easy to integrate with the current system of business.
- Customize the data field is important to extract according to your needs, fit for businesses that need to collect information peculiarities from the document.
2.3 Translation
- Services auto-translation of English helps to convert documents from one language to another language quickly, to meet the needs of businesses operating across multiple international markets or in cooperation with foreign partners.
- Solution document digitization offers translation services, support many language pairs, help businesses easy to reach and serve the international market.
- Use AI technologies to preserve the context and meaning of the original text, avoid translation errors frequently encountered when using the translation tool often.
2.4 Chatbot with internal data
- Use chatbot AI to solve the faq, support, customer service, search and query data internally.
- training on the internal data, chatbot can answer the questions correctly and support the employees, clients in the query the required information.
- Don't stop at just answering the usual questions, chatbot AI Lac has the ability to support customers in the data search and query the internal information of the business, help to save time, improve user experience.
3. Process solution deployment document digitization of Communication in business
3.1 process of scanning documents with OCR technology
- Enter data: image or PDF document to be uploaded brought into the system.
- Pre-processing: image editing (calibration, cleaning) to increase the efficiency of identification.
- Recognition: Pattern OCR image transfer of raw data through recognition.
- Post-processing: Check and correct recognition errors, paired text.
- Export data: Export the form of raw text.
3.2 digitized raw data to JSON structure
- Solution document digitization collect raw data from OCR: results from OCR is often plain text, no formatting and hasn structure.
- Pre-processing raw data: Delete the unwanted characters, standardized text format table.
- Mapped data into structured JSON: Data are classified according to the market need (for example: name, date, data) and assign to the key-value in JSON through model LLM.
- Export JSON data: Data complete to be saved and exported as JSON, ready for storage or integration into other systems.
- Storage system integration: here, the JSON data is mapped back to the data fields in the target system.
3.3 application of machine translation (Machine Translation)
Machine Translation (machine Translation) using language models (LLM) to automatically translate text from one language into another language. With the development of artificial intelligence and the language model, big machine translation become a powerful tool to help businesses handle the demand multi-language correctly and quickly.
- Translation supports 87 languages.
- Support translate internal documents, contracts, reports, and marketing content quickly.
- Save time and costs: in Comparison with free digital services, to help business save cost and shorten the duration of outbreaks.
- Increase efficiency and scalability: Support to handle the volume of material large, easily expanded when necessary.
- High accuracy: The model modern machine can be customized (fine-tune) to understand the context and specialized vocabulary, ensure translation close to the original meaning.
3.4 application Chatbot into solution digitized material
Chatbot create on your own data
- Creating warehouse documents (procedures, instructions for use, product showcase,...). The system will training data construction.
- Create chatbot question-and-answer on the document (one or more).
- Share the link (URL or embed)
Chatbot – building scenario
- Create a script answer in the form of flowchart:
- Each node can contain text, photos, choose the branch
- Each menu choice can go to the node or to a stream of other scenarios.
- Enable “test run” flow to check the script
4. Benefits when applied tools digitized material for business
4.1 optimized workflow
Solution document digitization eliminates the manual processes, reducing the time and effort of employees when have to handle paper documents. Instead, the digitized documents can be accessed quickly and synchronization in the whole system. This is especially important in the department like accounting, hr, or customer care, where there is demand for material handling often.
Practical examples show the business when the switch number may cost savings of up to 20-30% thanks to mitigate the process, paper craft, thereby increasing work productivity overall. A study by PwC also pointed out that more than 40% of the time spent looking for material that can be cut thanks to the intelligent search engine in the system DMS.
4.2 privacy and data protection optimization
With the storage system numbers, business can data encryption, access rights division to avoid information leakage. The system DMS modern integrated tools, two-factor authentication, record the access logs and alerts when it detects unusual activity. This helps businesses peace of mind that your important documents they are protected at the highest level.
Follow report from Verizonthe data breaches often occur due to error human, and controlling access closely can help reduce the risks significantly. The business applied numerical solution can be reduced to 60% of the risks related to loss of or damage to material, thanks to features backup and secure storage.
4.3 Easy search and retrieval
One of the benefits most striking of digitized documents is the ability to search, retrieve quickly thanks to the advanced technology such as OCR and AI. With the numerical solution of documents, employees can search for documents by name, keyword, or even the contents inside without having to search through each page like a paper document.
According to a survey by IDC, companies use systems management documents for to know the time looking for their documents up to 80%. This not only saves time but also helps employees can focus on the work to be more strategic, thereby increasing the working efficiency and enhance the satisfaction of customers.
5. CaseStudy business successfully applied solution document digitization Vietnam
The document digitization is not just a trend, which has become a vital element for many businesses in Vietnam and the world. Huong Thuy Corporation is the striking example of the business has been successful in this journey, clearly illustrated the benefits of digitization.
Huong Thuy Corporation is a leading distributor of consumer goods in Vietnam, with more than 100 thousand customers, from large retail chains to supermarkets and convenience stores. Here, each month, the amount of vouchers and documents arising from batch transaction import, shipping, distribution, up to tens of thousands. With traditional processes, document management becomes difficult, prolonged processing time, increases the risk of errors in data entry and reduce the efficiency of labor.
The main problem that Huong Thuy Corporation encountered include:
- The volume of documents overload: Business must process thousands of invoices, contracts, vouchers and enter the password every day.
- Take time search: the search process and retrieve documents crafts cause loss of many time for employees.
- The accuracy in data processing, low: process input and extract information is prone to errors, especially in complex transactions.
Solution document digitization of Vietnam for Huong Thuy Corporation
Notice the difficulties that Huong Thuy to Vietnam was to advise and implement solutions, document digitization, integrated recognition technology, optical character (OCR) along chatbot AI. This system is designed to automate and optimize processes, document management, in Huong Thuy, focusing on features such as:
- Recognize and extract data automatically: With OCR technology the information from documents such as invoice number, contract number, transaction date, transaction value are identified, extracted automatically, helping to reduce errors and increase processing speed.
- Storage and intelligent classification: The following documents when the goods is automatic sorting, storage in warehouse electronic document according to each specific category (invoices, contracts, papers imported), help employees to easily access, search for information.
- Integrated chatbot internal: Chatbot deployed to help employees find information quickly through simple commands, reducing the query time information, especially in situations need to solve urgently.
Results achieved after implementation:
The implementation of document management system digitization of Vietnam has yielded positive results, help Huong Thuy improve operational processes and enhance the efficiency of labor:
- Processing time material discount 65%: Thanks to the ability to automatically identify and extract information from documents, processing time, documents have been reduced significantly. Previous procedure can take hours for a large document, now only a few minutes.
- Precision in the extracted data reaches 98%: OCR technology ensure high accuracy when extracting data, reducing the maximum input errors, helping to ensure the transparency and accuracy of financial transactions of the business.
- Save 20 hours of work per week for employees: With the ability to search, retrieve information quickly through the system of goods and chatbot, employees save an average of about 20 hours of work per week. This time can be allocated for other tasks, help to raise the overall productivity of the team.
Solution document digitization there is no longer a trend, which has become a deciding factor in the optimization of work processes and sustainable growth of the business. The app OCR technology and tools of modern chemical not only help save time, improve accuracy, but also reduce operating costs. The solution with 4 service digitization clear, coordination of Communication not only helps businesses minimize risk, but also optimized workflow document management to the long-term benefits and create a strong development momentum in the future.
CONTACT INFORMATION:
- Lac Viet Informatics Joint Stock Company
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: https://lacviet.vn
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