Digitizing records is what? Procedures, regulations businesses need to know when deploying

In the context of convert numbers are going strong globally, the management of data records according to the traditional formula no longer meet the requirements for fast operation flexibility of the modern enterprise. In Vietnam, many policies that promote transformation number was issued comes with the strong development of technology, the storage data management. This makes the business can't stand out.

One of the big problems that many businesses today are experiencing is the status stored paper records the old-fashioned way: record a dense occupation area, easy to damaged over time and are difficult lookups when necessary.

Therefore, digitizing records is not just a solution, with technology that is also a step forward strategy to help business save cost, enhance the operational capacity to create a foundation for the further step in the transition number. The same Lac Viet Computing find out details in this article.

1. Digitizing records is what?

Digitizing records is the process of converting documents, records from paper form into digital format (often the files as PDF, Word, or image) to the storage manager on a computer system or platform the cloud to help businesses easily search, share, control, information security than the methods of traditional storage.

Many people often confuse “the chemical record”, and “scan document to be stored on the computer”. However, have in common, but the chemical profile is a process that the system is held tightly than many. Include the steps from sorting, processing, mounting, search information (such as profile name, time, document type,...) to store, access subdivisions, and integrated with the management software other if necessary. Ensure document digitization service for effective operations research management.

For example, when business digitization personnel records, each record not only scan but also is named after the standard consistency (E.G., profile Nguyen Van A – Recruitment – 2024), mounted employee code, type of document and save to the correct folder on the system. When the need to check the contract of employment of the employee, the manager just search by code, hr, or relevant keywords not to lose time searching for paper records.

Understanding to implement the right process digitization will help businesses not only improve management efficiency, but also enhance security capabilities, compliance with legal regulations about storing electronic records in the digital age.

2. Benefits of digitizing records for business

Digitization is not merely the transition from paper to software, but also help enterprises to save resources, increase productivity, enhance the operational capacity. Here are the practical benefits that businesses can get when applying digitized records in a basically:

2.1 cost saving space storage

One of the common problem in the business is the cost of renting warehouse storage of paper records, the cost of printing, copying, and personnel in charge of managing physical documents. When implementing digitization, businesses can dramatically cut the costs of this. The space used to save the profile can be used for business purposes, such as extended workspace, or customers.

In addition, the storage of data on the electronic platform also saves time and manpower in management profile. Instead of hiring more people to handle material, craft business can assign admin rights to operate on a single system.

2.2 Access to fast, accurate data

When records are digitized, users can easily search by document name, keywords, creation date or classification of content. Very useful in situations need access folding information for decision making, reporting or service inspection.

For example, a business that is need to revise the contract signed with partners in the year 2022. If the profile is still in the form of paper, could take hours or all day. But if you've digitized, just enter the keyword “contract partner 2022” to the system is the results will display in a few seconds helps to save a lot of time and reduce errors caused by manual action.

2.3 information security, access subdivisions, clear

Paper records are prone to loss, torn or leaking information if it is not properly preserved. With digitizing system, businesses can set main policy data, such as access rights division under job location, encrypt information, record history access, manipulation edit.

For example, hr staff can be the right view profile handling application, but not able to access financial documents internal. On the contrary, the accounting will only taps on the documents relating to payment budget. This approach reduces the risk of leaking sensitive information to ensure transparency in the internal.

2.4 Support remote work and productivity increase

With paper records, working remotely is almost impossible because employees can't carry a series documenting house or access the information remotely. However, when records have been digitized archive on platform of cloud computing, users can access anytime, anywhere only with device that has an internet connection.

This ability not only helps enterprises adapt flexibly to fluctuations such as disease or spacing, but also create conditions for employees to be more proactive in handling work. Performance increase processing time is reduced and the quality of work is improved markedly.

According to reports from IDC, the business application of the chemical profile can reduce up to 30% of the time text processing. Statistics also show that 82% of businesses applying this solution recorded an increase in performance after only 6 months of deployment.

2.5 easily integrated with the management software other

Another advantage of digitizing records is the ability to connect with the system other software that businesses are using such as management software, enterprise resource planning (ERP), document management (DMS) or customer management (CRM). When information is continuity between the platforms, processes, work becomes coherent, limited manipulation duplicate enhance the overall effect.

For example, the accounting department can access the invoice has been digitized from the storage system, material are linked with accounting software to collate data in an automated way help minimize the risk of errors, saving considerable time in the synthesis report.

3. The record type business should prioritize digitization

Not all records should be digitized at the same time. To optimize costs, time and efficiency deployment, enterprises should start from the record type value using high frequency lookup or directly affect the operation. Below is the group profile to which the organization should prioritize digitization ago:

3.1. Profile legal, hr, finance – accounting

This is a group of records related directly to the existence and operation of the business. Digitizing these documents just help preserve important information just serves good for the active audit, inspection or when a legal dispute arises.

Illustrative examples:

• Legal: business license, the company's charter, contract, authorization, decision to appoint...
• Hr: employment contracts, candidate profiles, decided to increase the salary, the board reviews the performance...
• Accounting – finance: invoices, accounting documents, financial statements, payroll, bank statement..

3.2. Contracts, receipts, dispatch incoming/outgoing

Contracts, documents are the documents show the transaction, the deal official information between the parties. These documents often need to be researched to verify the terms, employment history, or when dealing with complaints. Avoid the risk of dispute due to lost records or confused terms. Easily manage the contract term, history tracking processing industry. Increase transparency professional in communication, administrative

Illustrative examples:

• Commercial contracts, service contracts, addendums
• Handover, commissioning records, meeting minutes
• Dispatch direction, dispatch, feedback, invitations, announcements, internal...

3.3. Record customer data, CRM

In the context of competing on customer experience management customer data in a systematic way plays an important role. Digitized customer profile to help businesses capture the full information quickly serve personalized experience.

Illustrative examples:

• Contract information customer
• Purchase history, contact history, feedback or complaints
• Survey, quote, advice, transaction services...

3.4. Profile technical design drawings

For business in the field of manufacturing, construction, engineering,... group this profile has very high value, usually the format characteristics such as CAD drawings, electrical schematics, documentation, commissioning, inspection...

Illustrative examples:

• Drawing design works, diagram technical
• The document describes the configuration of machinery operating system
• Records test records maintenance technical...

Business benefits received:

• Long-term preservation of documents are large in size, perishable
• Easy access to production service, installation, maintenance
• Ensure uniform and accurate between the parts, engineering, construction, commissioning

4. The process of chemical profile standard for business

To deploy digitized records effective businesses not only need the right technology, but also need a strict process, ensure the quality of information. Below is the process of digitization standards help organizations easily deploy, step by step, optimal costs, minimize the risks in transition.

Step 1. Survey the current state record needs to digitize

This is the first step brings the platform. Businesses need to review the entire record is available to clearly identify:

• Record type are stored (administrative, accounting, legal, hr,...)
• Volume profile (how many barrel/document/paper...)
• Critical level, the frequency of use of each material

The survey helps businesses create a plan first priority goods according to the extent necessary to avoid spreading wasting resources on those documents is not really necessary.

Benefits: save time and cost from the beginning to avoid deployment lack of focus.

Step 2. Classification cataloging record

After the survey, businesses need to conduct classified documents into specific groups according to criteria defined (according to departments according to function, over time...). At the same time, set the item details to follow process to digitize, retrieve later.

For example, personnel records can be divided into: recruitment records, decided to stay the employment contract. Each group should be attached code own profile to convenient control.

Benefits: Create the basis for the scan, archive, search easily consistency.

Step 3. Preparing the original document

Documents before scanning should be checked for physical processing, including:

• Peel off pin, remove the paper clip
• Is flat, hygienic dirt if needed
• Ensure the order page and the document is not torn serious

Note: this Stage is simple but great influence on the quality of the scanned image recognition capabilities characters after this.

Step 4. Scan, document capture using specialized equipment

Records will be scanned by high speed document scanner or capture device dedicated depending on the format of the document. With the record ordinary text, the use of scanner two-sided, to help speed up error scan errors page.

In case the document has special sizes (such as engineering drawings) need to use a device scan large to keep the format the details.

Step 5. Image processing, set the file name and attach metadata

After the scan, the file number of goods need to be handled more: contour cutting, make crisp, clean white page... at the same time, systems need to put the file name according to the rules to attach metadata (metadata) such as:

• Creation date
• Name record type
• Creator
• Keywords main content

For example, A record contract could be named as follows: HDLD_NguyenVanA_2023.pdf metadata attached will support search by name, contract type, or year.

Benefits: Helps record to be found through search engines internal, no need to open each file to determine the content.

Step 6. Storage on the system software of goods or cloud platform

Following documents, when completed, will be stored into the document management system (DMS) or platform cloud are highly secure. This helps businesses:

• Access anytime, anywhere
• Easily share internal and external
• Sync data between the parts

Should choose platform features automatic backup, control access rights, to ensure the safety information.

Benefits: Ensure data is always available, secure, support remote work and contact information system.

Step 7. Set the authorization configuration, smart search

The last step is to set access by user role. For example, only staff personnel are viewing profile candidates, accounting is viewed bill payment...

Besides, the business should enable the smart search (search by keyword, by metadata...) to save access time.

Benefits: enhanced security, data control closely enhance job performance.

A process of digestion, it not only helps business “convert paper documents to digital”, but also lay the foundation for the model management information safe effective easy to expand. Applying the right process will help businesses save time, cut operating costs, improve the ability to react flexibly to any changes in the business environment.

5. Regulations on the chemical profile: Enterprises need to understand what pre-deployment?

When deploying digitized records, besides the technical factors and internal processes, businesses need special attention to the legal framework to ensure the digitized documents with legal value equivalent to the original, at the same time in accordance with the provisions archive of The state.

Here are the key provisions are to be applied in Vietnam:

5.1. Decree no. 30/2020/ND-CP on clerical work

According to Article 9, and Article 35 of Decree 30/2020/ND-CPagencies, organizations, enterprises can perform digitized documents during processing or storage, with conditions that ensure the completeness, accuracy, integrity of content and form of the original text.

Specific rules:

• Documents after the goods must be stored management by software or system can function security, access, access control.
• When necessary, the goods can be used to replace paper if ensure the regulatory factors.

5.2. Electronic transaction law no. 51/2005/QH11

The law on electronic transactions recognition of the legal value of electronic data, if that data:

• Can prove to be integrity (not modified compared to the original)
• Can identify the origin, time, creator, subject, creation

If the business is carried out of the chemical profile correct process has electronic storage, safe, uncensored, completely digitized which can be used to prove, for projector or service inspection and audit.

5.3. Law archive no. 01/2011/QH13 and the attached instructions

Follow Law archive and the written instructions (such as circular 09/2011/TT-BNV) the digitized records and documents storage need to ensure:

• Digitized documents must keep the form, content original
• System stored electronically must have the ability to backup, security, and access to long-term
• The number of goods that need to be indexed, clearly categorized for easy management

Note: some types of documents in the form of permanent storage, or have special value (such as the original legal documents, accounting documents, financial) still need to save the paper according to the specified minimum 5-10 years, or longer, depending on the type.

5.4. Regulations on electronic records in the specialized field

In addition to the general rules, each industry may have specific provisions related to the chemical profile. For example:

• The field of accounting – financial: According to circular no. 200/2014/TT-BTC and circular 78/2021/TT-BTC, is allowed to store accounting documents, invoices in electronic form for is the guarantee can look, check out presented upon agency request management.
• The field of medical, insurance, education: The specified interdisciplinary allows the storage, use electronic records, but requires the management system must meet the security conditions the higher reality.

6. Criteria for selection of the software or services digitizing records

To the process of digitizing records bring the real effect, the selection software, or the unit provides services in accordance plays a key role. A solution of culture not only need to meet the technological requirements, but also to fit with the ability to operate the internal of the business, especially when personnel do not specialize in IT. Here are the important criteria that businesses should consider before making a decision:

6.1. Easy to use interface user-friendly non-professionals IT

One of the barriers that many businesses are afraid of chemistry is concerned employee will have difficulty when using the software. Therefore, the system of chemical profile should have an intuitive interface, layout reasonable, simple operation, easy to learn, easy to operate.

When software is easy to use, businesses will not have to spend more cost intensive training. Staff departments such as administrative, human resources, accounting, can operate the system after short time acquainted, from which the help of the deployment process takes place quickly in sync.

6.2. Integrated search function smart support OCR

OCR (Optical Character Recognition) is the technology of character recognition in images. Thanks to that, the system can “read” the content on the file scan to support the search for information within a document, not just search by the file name. Significantly increase the effect lookup, reduce processing time, especially useful when the number of records or in various formats.

Illustrative example: If the business need to find all the contract referred to the phrase “kick the contract 10%”, the system has integrated OCR will find all the material only in the form of pictures, do not need to open each file to check manually.

6.3. Fast processing speed, the ability features meet large volume

Software or services chosen should have the capacity to handle at the same time hundreds or thousands of documents without interruptions, crashes or data loss.

For enterprises with high-profile accumulated many years, processing power, strength, help shorten the duration of initial deployment. In the commissioning phase, the system is still guaranteed access speed stability without interrupting work.

6.4. Secure storage on the cloud platform, or internal server

Solution digitized need to have storage policy clear, flexible between the two forms: hosted on the platform, cloud or server system's internal business. More importantly, the system must ensure the safety data with other security mechanisms such as encryption, backup periodically, access control.

Data protection records important risks such as loss of power, hardware failure, network attack. Ensure the business can recover retrieve the data at any time.

6.5. Technical support, quick, professional

Even good software can also encounter bugs or need adjusted according to the requirement of practical use. The technical support will promptly help businesses solve quick breakdown, avoiding disruption of work.

Increase the peace of mind in the process of operation especially when the business has to have a team of internal IT strong. Unit provided as a quick response and have the expertise, the business, the less risk when deploying digitized.

LVDX Document – management software, document number for comprehensive modern enterprise

To the process of digitizing records do not stop in the “scan and store” that really create value effectively manage sustainable business needs a software platform powerful enough easy to use, flexible. LV-DX Document management solution, document number is located in the ecosystem “space plus the number” of Lac Viet is a suitable option with the organization is entering the switch number.

Digitized record not just a story about technology or equipment, which is an integral part of the management strategy of modern business. When information is closely held, easy access, security, safety and support rapid decision-making, business will significantly enhance the operational capacity, reduce risk, save costs.

You are considering digitizing records for business? Let's start by choosing a solution, document management, some smart, effective, easy to operate as LV-DX Document. Book a free consultation today to be expert of Lac Viet companion in step by step transformation. Get free consultation – experience LV-DX Document now