Material is the foundation to organize, store information, track processes, and decisions. However, the majority of businesses today are still using model management traditional materials stored in paper form, classified according to cabinets, rooms or private archives. This approach not only consume space costs, but also potential risks such as lost or damaged by the environment or uncontrolled access.
Add to that, when the volume of records is growing over time, the search for re-use old information becomes difficult and expensive. In the context of the trend to convert numbers going strong globally and in Vietnam, the number of documents no longer is a choice that becomes a step obligatory for businesses to survive, grow, enhance the competitiveness.
Solution document digitization not only help business transfer paper documents to electronic format, but also create a work environment that is the help information that is accessed quickly, privacy, obviously, can serve process automation.
So, the solution of chemical documentation what is? How to deploy effective in accordance with the scale, the peculiarities of each business? The same Lac Viet Computing find out details in this article.
1. Solution document digitization is what?
Solution document digitization is the set of tools, technologies and processes to help businesses transform your entire physical material (paper, drawings, profile...) into digital format at the same time organization, storage, tap a systematic, safe, easy to access.
In other words, this is not merely action “scan paper and save to computer” which is a management system comprehensively covers the stages from preparation, handling, storage to access smart, integrated with the software to operate other.
Many businesses are still misunderstanding of culture is the scan paper documents stored as PDF in your computer or hard drive. However, the numerical solution turned professional document are the core differences such as:
- Storage system has the structure: document is attached information search (name, type, creator, time...), helps users fast lookup.
- Decentralized clear: Each individual is accessible only true scope document is granted.
- Smart search: Search by keywords in the content material thanks to technology, character recognition (OCR).
- Integrated lifecycle management document: document number can connect to the system management work, accounting, hr... tracking the browser, edit, share or delete storage.
>>> View details “Deployment of digital documents using OCR technology from Lac Viet Computing“
2. Main components of a solution digitized material
In order to operate smoothly bring value clear for business, this system should be built based on three core components: software, processes and people. Each factor plays a different role, but have a personal relationship creates a sequence of operations, document management, modern throughout and sustainable.
2.1. Management software, document number (DMS – Document Management System)
This is the “heart” of the entire solution digitized. Document management software number not only play the role of storage, but also helps to organize documents according to the logical structure, support smart search, control access and monitor the entire lifecycle of the document from the moment of creation until the end of storage.
A software DMS effective need to ensure:
- Secure storage organized: allow sorting of documents by department, function, record type, time...
- Quick search: Support search by name, content, keywords, or information people create.
- Decentralized clear: Each individual is accessible only right part of the material related to his work.
- Recorded history manipulation: tracking who has view, edit, download or delete a document in order to ensure transparency, security.
- The ability to integrate flexible: can connect to the management system business (ERP, CRM, HRM...) to synchronize data.
Document no is stored only “numbers” but also can be managed as a resource strategically contribute to increased work performance, reduce risk and support decision making fast, accurate over.
2.2. Process standardization document digitization
Good software will not be effective if the business is not built up a clear process, logic consistent with the actual situation. Each unit will have various peculiarities about the type of material, volume, storage, and security requirements. Therefore, the process of digitization should be designed separately, but basically includes the following steps:
- Survey current state: specify the record type, volume, target use.
- Classification of the category: Group document for the purpose of use, rule set name, storage.
- Handle material physics: flat, peel off the pins, arranged in order to ensure the quality of the scan.
- Digitization (scanning, capture): Transfer documents into digital format. Can go with the character recognition technology (OCR) to read the content.
- Storage on the system: Put the material into the management software, attach metadata (information that describes the document) for easy access.
- Decentralized access control: set user, group, access, retention time...
The whole process of digestion is better control and limit errors avoid case of “digitalization half-hearted” means only scan documents without creating process performance management.
2.3. Personnel in charge of operating the document management number
Technology and processes will not be able to operate smoothly without the human element. Team in charge of material is usually administrative department, human resources, accounting, or storage should be trained to understand the process, maximizing the features of the software and know how to handle the situations that arise.
Basic requirements for the commissioning:
- Grasp the process of sorting storage material number
- Using fluent software, document management
- Comply with specified security access
- Have the skill to coordinate with other departments to standardize data input
Enterprise value received: document be operated coherent, less dependent on specific individual from which maintain consistency, long-lasting professional in the whole system of information management.
3. Apply a solution of chemical materials, bringing the benefits for business?
The applied solution professional digitization brings many important benefits, help businesses optimize processes, manage documents, reduce costs, enhance operational efficiency. The main benefits include:
- Improve the accuracy of the data
The numerical solution chemical automatic document recognition and data conversion from image or paper documents to digital form with accuracy up to 99%. Beyond the input methods, which help businesses eliminate the risk of errors due to human.
With respect to the document, format tables, handwritten character or documents containing particular language, the solution has the ability to identify, extract the exact ensure data is always upheld the integrity standards.
- Reduce the workload input crafts
To help businesses to significantly minimize the data-entry craft capital spend much time and cost. Instead of having to sit in entry for each document, the OCR technology-automatic batch processing of documents in a short time help employees have more time to focus on the work value higher.
Besides, the work input crafts often require a larger workforce, particularly for businesses that have quality material need to be processed daily. This technology helps to reduce significantly the cost of personnel for this work.
- Process documents quickly
Application solution, document digitization, processing speed, materials are significantly enhance fast-many times more than the traditional methods to bring the process seamless for business. The software has the ability to handle a volume of material in a short time from that shorten the treatment process and respond quickly to demand store document number.
4. The selection criteria document digitization solution matching documents
Solution options digitized document does not merely select a software for archiving electronic files. This decision directly affects the effective data governance, the ability to operate flexibly and information security of the entire organization in the long term. To ensure the investment brings practical value, businesses need to carefully consider the following criteria before making a choice:
4.1. Easy to use, friendly to non-professionals IT
A system has many features, but if manipulation of complex, difficult to learn, difficult to remember, it will be very difficult to implement in practice, especially with the administrative department, accounting, or personnel non-capital intensive technology. The intuitive interface layouts, logical, clear instructions will help employees quickly get acquainted effective use.
Business benefits received: Reduces training time, save cost to deploy increase the possibility of wide application in internal. When users have a good experience, the system to be applied synchronized across the organization.
For example, A software that allows drag-and-drop files into the folder named template suggestions available, and automatic hints group document will help employees do not need to remember complicated steps.
4.2. Functions smart search, supports the content id (OCR)
In fact, businesses not only need to search by file name, but also to quickly find the content inside the document we'll limit search contract has the phrase “the penalty for late payment of 10%”. Feature recognition (OCR) system will help to read the content of file scan, allows users to look up information such as find in the text Word.
This function helps to save time lookup, quick-service, the requirements for control, inspection, handling record fold without the need to open each file one by one. Especially useful for businesses have a large amount of material or need to access regularly.
4.3. High processing speed, the ability to meet large volume
Medium and large businesses often have thousands of documents in need of storage per month. So, the system should have the ability to handle multiple files, quick classification no interruptions when traffic increases. Help shorten the duration of initial deployment, maintain performance stability in operation, avoid slowing the progress of work just because the system is overloaded or slow to respond.
Solutions that support automation, such as identifying the type of material or name the file according to the rules will increase the processing speed, reduce the error manually.
4.4. Tight security regulatory compliance storage
Internal documents often contain sensitive information: the contract, hr, finance, legal... So the solution digitized need to have a mechanism high security such as data encryption, access subdivisions, according to the role, history record, manipulate, and backed up periodically.
In addition, the system should comply with the regulations of electronic storage, under current law (for example, Decree 30/2020/ND-CP, the Law on electronic transactions.) to ensure the digitized documents with legal value when need to use, or collated.
4.5. Integrates well with software internal administration
Solution digitized should not be an independent system that need the ability to connect with other software are business use such as accounting software, human resource management, task management, CRM...
Data is synchronized between systems, reducing the manipulation loop, save time, help information throughout the entire operation process.
Illustrative example: When software, digitalization of documents integrated with the accounting system, accountants can access the original invoice right on the interface, working without the need to open other software. This makes processing fast more accurate.
Solution options digitized documents can not only based on price or advertising features. Business should come from the actual needs, the ability to deploy internal and degree of readiness of the personnel.
5. LV-DX Document support document digitization effective for business
After clearly identifying the needs selection criteria, the next step of the business is looking for a software document management digitized suit has the ability to satisfy all about the features and capabilities practical implementation. Among the solutions currently available on the market, LV-DX Document is selected many organizations trust for the optimum between flexibility, security practical applicability in document management.
LV-DX Document is management software document number is located in ecosystem LV-DX Collaboration allows businesses to store, search, classify, share and control documents in a focused manner, effectively organized, completely replacing for how to manage paper documents the traditional or file hosted scattered on many personal computers.
Other than the software complex, technically demanding, LV-DX Document is designed to match with office users do not specialize in IT, especially administrative department, human resources, accounting, the where the amount of stored records often need to lookup.
The salient features and value the fact that the business get
- Document management, centralized, system-wide sync: LV-DX Document allow enterprises to store the entire document in a single system, clear classification according to the structure, departments, functions, duration or project help employees don't take time “searching” in the email or hard drive each individual when in need of a old material.
- Smart search by content, keyword: Thanks to technology application recognition (OCR), LV-DX Document allows users to search for documents not only in file name but the content inside, creation time, or the related keywords.
- Decentralized access strictly according to the role System allows setting access rights according to job position, for example, hr can view the full profile candidates, but hiring staff only view parts related. Security sensitive information, the risk of internal leaks, comply with the request control data of the business.
- Friendly interface, easy to operate: One of the big advantages of LV-DX Document interface is minimalist, clear specific instructions. Users do not need intensive training still can master basic operations after a few hours of use.
- Meet security standards ISO, the ability to integrate flexibility: the System is built according to the standard international security (such as ISO/IEC 27001), ensuring absolute safety for the data document number. In addition, LV-DX Document have the ability to connect with the internal system to another, such as job management, accounting, human resources... to create process closed.
In accordance with who? LV-DX Document match:
- Medium and large business needs storage manage a large number of internal documents, customer records, contracts, vouchers...
- Organization in the field of process control documents closely as finance and accounting, legal, manufacturing, education, medical.
- The departments of administrative, personnel, legal, where regular access, profile handling sensitive documents should ensure the confidentiality, clearly in the approval process.
To digitized documents is no longer a fear that becomes leverage to help businesses enhance work performance, cost savings, ready to convert numbers, LV-DX main Document is the solution you should consider. Truy cập ngay: https://lacviet.vn/lv-dx-document to receive a free consultation from expert Lac Viet and experience the demo software today.
