Imagine a large-scale enterprise must receive thousands of contracts, invoices, customer records each year. Managing the mountain of paperwork piled not only cause costly in terms of the cost of printing, storing, but also reduces labor productivity when employees have to spend too much time search, sort. So how to handle an amount of material, this giant quickly, save costs and still ensure security? Digitized material is the only solution and quickly as possible to undertake this task.
Let's Lac Viet Computing discover digitized records and documents is what and where is the most optimal solution for the business through the article below.
The status of the digitized documents in the business today
Actual data shows that businesses today are investing heavily in the digitization and conversion of. According to the report of IDC, global budget for the technology and service switch number is expected to reach 3.4 trillion USD in the year 2026, showed significant growth as more businesses realize the value from the digitized record in data management, improves operational efficiency.
Follow The ministry of planning and investmentup to the year 2023, the level of conversion of in business Vietnam is still quite low, especially in the field of archiving and document management. Accordingly, only about 20-30% businesses achieve the level of use of digital technology often for the last administrative duties such as document management and records, while about 50% business still maintains a system of storing documents on paper.
McKinsey reflected in the data that 90% business investment on switch number of reported growth of competitiveness, but only 31% achieve revenue goals and 25% achieve cost savings as expected. This indicates that although the number of turns are common, but effective fall on depends on how digitization strategy implementation, the synchronization of the management and operation.
1. Understand digitized documents what is a resume?
1.1 document digitization is what?
Digitized material is the process of converting documents such as business documents, marketing materials, invoices, accounting documents from paper format to digital format such as PDF, text, images, digital video,...
Specifically, the type of materials required number of goods in the business, including:
- Document management, business strategyDevelopment plan, meeting minutes, policies and internal regulations.
- Financial documents and accounting: Bills, vouchers, financial statements, the draft budget.
- Materials marketing – sales: Planning, marketing, customer contracts, cooperation agreements.
- Legal documentContracts, permits, reports, compliance, legal and audit.
- Technical documentation and production: Technical drawings, manufacturing processes, materials, instructions for use and maintenance.
- Guided workflow: The documentation and standard working procedure (SOP).
1.2 digitizing records is what?
Digitizing records is the process of converting the type of vital records in the business such as personnel records, legal records,... to digital format for easy management, storage and lookup.
Specifically, the types of records required number of turns in the business including:
- Personnel records: Employee information, employment contracts, performance reviews and work history.
- Project profile: Project plan, progress reports, documentation reviews, and summed up the following project.
- Legal records: Legal contracts, business license, the partnership agreement legal.
- Record historical archive and long-term: Important documents of the business from the past, such as records founder, material events or the old contract.
- Record of inspection and safety: Profile, inspection, occupational safety, product quality, and safety standards.
2. The purpose of digitized documents in business
The digitized record in business is not merely the transition from paper to digital format, but also create big changes in how to manage and use information.
2.1 digitized help optimize processes, data management
In the work environment the tradition, the administrative department usually takes more time to search or collating paper documents. When document digitization, businesses can:
- Quick search: Management system, electronic document allows to search documents via keywords, the name of the file, or related content.
- Arranged and easy storage: When the document is digitized, the classification and organization becomes easy to focus on 1 single system.
- Instant access: Employees can access documents from anywhere, on multiple devices, strengthening the ability to work remotely and collaborate team.
2.2 digitized help secure data
Paper documents are often prone to malfunction, lost or even stolen. With document digitization, businesses can apply multiple security measures more powerful:
- Control access: The management system, document number allows the access details for each staff member or department, only the authorized person can view or edit important documents.
- Backup and restore data: Digitized documents can easily backup and storage on the storage system or cloud server internal recover quickly when there is a problem on the system.
- Data encryption: Document encryption, and transmission of digital information that help prevent the material is unauthorized access, protecting the important information, such as contract, customer information and financial data.
2.3 digitized helps save storage costs, profile material
Paper documents occupy office space and requires the preservation method specifically to avoid damage over time. The digitized document to help businesses reduce costs related to printing, maintenance, and storage of paper documents:
- Reduce printing costs and paper: When the document is digitized, the demand printing reduces significantly, while reducing the costs related to printing materials, printer maintenance and storage of paper documents.
- Save space: Instead of needing physical space to store documents, digitized documents can be stored on the server or cloud, freeing up office area and help businesses take advantage of space.
- Resource management easy: Digitized documents can be copied and shared without costly in terms of resources, unlike paper documents need to print out each use.
2.4 digitized help improve work performance
Digitized records not only make document management easier but also create favorable conditions for collaboration and communication between the parts in the business. Employees can share and work together on documents in real time, thereby improving work efficiency group:
- Easier collaboration: When the document is digitized, the departments can access documents at the same time, exchange and update information quickly without having to wait for the rotation of paper documents.
- Remote work efficient: With the popularity of remote work, the digitized text helps employees can access information from anywhere, anytime without interrupting work.
- Reduce errors and increase accuracy: When digitized, the automated system will help to check and detect flaws in the processes related to documentation, help businesses minimize the risks of errors crafts
3. Relevant provisions of digitized records and documents need to know
Paragraph 1 of Article 4 of circular 01/2023/TT-TTthe record belongs to the range of goods is papers of composition record that held individuals to perform administrative procedures, including the following categories:
- Composition profile is the result settlement of administrative proceedings before that.
- Ingredients profile to the number of goods according to the provisions of law majors.
- Digitizing records request management is determined at the Decision of ministers, heads of ministerial-level agencies, agencies attached to the government, chairman of the people's Committees of provinces.
- Profile components made of goods according to the needs of organizations and individuals in the process of implementation of administrative procedures.
- In addition, the above documents must be submitted in one of the following forms:
- Original;
- Electronic copy be provided from the original book;
- Electronic copies are authenticated from the main;
- Snapshot electronics have the original for comparison in the process of resolving administrative procedures.
As a rule, business or organization can summarize electronic document in the form of logs are created, delivered, sent, or archive that uses electronic means. Electronic documents at this time is derived from two main sources:
- Source 1: record the data created from scratch.
- Source 2: record the data from traditional materials.
>>> See detail in the article “Regulation of the number of documents stored in the office, the latest“
4. Instructions on how digitization profile FAST optimal cost
To ensure work number of goods are carried efficiency synchronous, businesses need to carry out the process of digitization standards, from preparation of materials to complete the storage system.
5 Bước trong quy trình số hóa hồ sơ tài liệu mà doanh nghiệp nên tham khảo:
- Step 1: Identify needs, goals digitized documents record what is
- Step 2: Prepare documents, records need to digitize
- Step 3: Proceed with Scan/Scan paper documents
- Step 4: digitized documents into digital data with OCR technology
- Step 5: Adjust the document record was digitized
- Step 6: Proceed storage and management
Step 1: Identify needs, goals digitized documents record what is
First, businesses need to clearly define the goals of his cargo. This goal can be:
- Minimize storage space physics, cost savings office.
- Enhance effective management and access documents quickly.
- Ensure the safety and security of sensitive information.
- Support the process of digital transformation, and building the paperless office.
The clearly defined goal to help businesses choose the right technology, methods of culture, ensure the process optimum and fit with the budget.
Step 2: Prepare documents, records need to digitize
To make the process of digitizing documents successfully, businesses need special attention to the clear identification documents and records required number of goods, including the following factors:
- Documents and records required number of turns: Clearly define the type of document you need the number of goods, including work have digitized records related or not. The important documents such as contracts, financial reports and personnel records is often a top priority.
- Size the desired document on the platform of: Determine the following documents when the goods will have size how to match the platform of your current business.
- The amount of material: Need to determine the volume of material needed to plan and appropriate resources. Large volumes may require business investment in equipment and software, more advanced or consider hiring professional services.
- The quality of digitized documents: Ensure resolution and quality material after digitization. For example, for the document to be high, the business should be scanned with high resolution and perform duplex scanning if necessary.
- Document format desired number: Specify the file format as PDF, JPEG, TIFF... in accordance with the needs of storage and use, of the business.
- Estimated budget: Enterprises need to determine the budget for the process of digestion, from the scanning device to software management documents, as well as personnel costs if the business is self-realization process of digestion.
Step 3: Proceed with Scan/Scan document paper
When prepared documents and system settings technology, the next step is to use the equipment dedicated scanner to convert documents from physical form to digital form. Businesses should use high speed scanner, scanning support two-sided (duplex scanning) and are capable of handling the kind of material with different size.
Specific as follows:
- Material paper multi-part text will be A4-A0 should be scanned on the scanner automatically.
- The document that material paper-thin, tattered should scan on a flat surface to limit the damage, document and information loss.
- The document as a book, or do not remove the nape should be scanned on the scanner list, A4-A0.
- Own the documentary film, photo, passport should scan on a dedicated machine.
Step 4: digitized documents into digital data with OCR technology
After scan documents, business can apply OCR technology (Optical Character Recognition) to convert images, PDF documents into digital text that can search and edit is. However, the results from OCR software is usually plain text, no formatting and hasn structure.
Next, need to turn raw data become secondary data can edit, delete, copy, retrieve, search,...typically, data complete to be saved and exported as JSON, ready for storage or integration into other systems.
Step 5: Adjust the document has been digitized
To ensure the integrity of data, businesses need to have a process to check back information after data entry. This includes the comparison of the data digitized with the original document to detect errors, perform the steps necessary adjustments and record the inspection process to be able to access when needed.
- Ensure the quality of the file digitization requirements of clarity, format, and traceability.
- Classification and labeling of documents according to the criteria such as the profile, departments, time to facilitate the search for the latter.
Step 6: Proceed storage and management
After the step of digitizing the document was completed, the data will be stored on the storage system official data of the business, such as server, cloud, storage devices, software, document management,... storage System is needed to ensure the requirements of security, easily accessible and has the ability to expand in the future.
Apply system LV-SureDMSbusinesses not only finishing system storage data after digitization but also enhance effective document management, ensuring critical information is always protected and easy to access when needed.
Management solution record – document LV SureDMS professional Support the organization of goods 100% record storage Preserving the safety profile, adjustable, easy to Exploit convenient use anytime, anywhere Management flexibility using intuitive tools
5. Businesses need to note something when conducting digitized record?
To the process of digitizing records place effective and sustainable business, not just to the advanced technology, but also to prepare thoroughly, from the stage of identifying needs to information security.
So, in the process of digitizing documents, businesses need to note what to ensure success and avoid the potential risks?
- Assess the needs and goals of goods: Need to understand that not all documents are need to be digitized, which should be the choice of any document necessary for the operation, present, and future of the business. Can search demand over the following questions: what material would need digitized? Should the priority documents how? The aim of turned what is? The number of documents to be digitized?
- Ensure data safety: Data encryption, access rights division and regular backup to security, protect sensitive materials in process, storage, share.
- Choose the technology and software suitable: This particularly applies for businesses with limited costs, human resources, technological capabilities, to ensure the work of digitization is done correctly, efficiently.
- System: Enterprises need to establish the regulations, standards and clear process to ensure consistency and efficiency in the process of digitization.
- Ensure consistency: There should be a process to ensure all documents are digitized under standards and formats the same, help the search, manage latter is easier.
- To comply with the legal regulations: Pay attention to the legal regulations related to the storage and document management number. This is especially important for industries such as finance, medicine, or law, where there are strict regulations about the storage material in many years.
6. Digitized documents record business with service OCR from Vietnam
Services, document digitization OCR of Vietnam using the character recognition technology advanced, the ability to convert images and scan documents into digital text with high accuracy, supports multi-languages, including English accented. In addition, the service also has the ability to automatically identify and collect the information from the document does not have the structure (such as invoices, contracts, reports). The system automatically categorize and convert these documents into a format that data (such as JSON), ready for storage, retrieval or integration into other systems.
Besides OCR services, Lac Viet also provides features translation auto for digitized documents, supports more than 87 languages. Supported by LLM, features ensure the quality of translation retains context and meaning, especially useful for documents or international businesses with multi-national operations.
Is one of the business pioneers conversion of Vietnam has quickly capture business needs and technology trends, numbers by integrated chatbot AI smart on digitization services profile. The user can query, search data from the internal documents quickly. With system question-and-answer intelligently according to the flowchart, chatbot support access to information accurate and fast, which helps businesses save time and increase work performance.
By work digitized materialconversion from the method of storage traditional to digital platforms, businesses not only increase efficiency, document management, but also optimize workflow, reduce errors and save significant operating costs. The digitization profile doesn't just stop at the improved current, but also an important prerequisite for the transition of the interface, thereby improving competitive advantage and build a more sustainable future for the business.
CONTACT INFORMATION:
- Lac Viet Informatics Joint Stock Company
- Hotline: (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: www.lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh
