1. Digitizing records is what?<\/h2>\n\nDigitizing records<\/strong> 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.<\/p>\n<\/blockquote>\nMany people often confuse \u201cthe chemical record\u201d, and \u201cscan document to be stored on the computer\u201d. 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.<\/p>\n
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 \u2013 Recruitment \u2013 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.<\/p>\n
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.<\/p>\n
2. Benefits of digitizing records for business<\/h2>\n
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:<\/p>\n
2.1 cost saving space storage<\/h3>\n
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.<\/p>\n
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.<\/p>\n
2.2 Access to fast, accurate data<\/h3>\n
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.<\/p>\n
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 \u201ccontract partner 2022\u201d 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.<\/p>\n
2.3 information security, access subdivisions, clear<\/h3>\n
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.<\/p>\n
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.<\/p>\n
2.4 Support remote work and productivity increase<\/h3>\n
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.<\/p>\n
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.<\/p>\n
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.<\/p>\n
2.5 easily integrated with the management software other<\/h3>\n
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.<\/p>\n
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.<\/p>\n
3. The record type business should prioritize digitization<\/h2>\n
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:<\/p>\n
![\"S\u1ed1](\"https:\/\/lacviet.vn\/wp-content\/uploads\/2025\/05\/so-hoa-ho-so-1.png\")
<\/p>\n
3.1. Profile legal, hr, finance \u2013 accounting<\/h3>\n
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.<\/p>\n
Illustrative examples:<\/p>\n
\n- Legal: business license, the company's charter, contract, authorization, decision to appoint...<\/li>\n
- Hr: employment contracts, candidate profiles, decided to increase the salary, the board reviews the performance...<\/li>\n
- Accounting \u2013 finance: invoices, accounting documents, financial statements, payroll, bank statement..<\/li>\n<\/ul>\n
3.2. Contracts, receipts, dispatch incoming\/outgoing<\/h3>\n
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<\/p>\n
Illustrative examples:<\/p>\n
\n- Commercial contracts, service contracts, addendums<\/li>\n
- Handover, commissioning records, meeting minutes<\/li>\n
- Dispatch direction, dispatch, feedback, invitations, announcements, internal...<\/li>\n<\/ul>\n
3.3. Record customer data, CRM<\/h3>\n
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.<\/p>\n
Illustrative examples:<\/p>\n
\n- Contract information customer<\/li>\n
- Purchase history, contact history, feedback or complaints<\/li>\n
- Survey, quote, advice, transaction services...<\/li>\n<\/ul>\n
3.4. Profile technical design drawings<\/h3>\n
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...<\/p>\n
Illustrative examples:<\/p>\n
\n- Drawing design works, diagram technical<\/li>\n
- The document describes the configuration of machinery operating system<\/li>\n
- Records test records maintenance technical...<\/li>\n<\/ul>\n
Business benefits received:<\/p>\n
\n- Long-term preservation of documents are large in size, perishable<\/li>\n
- Easy access to production service, installation, maintenance<\/li>\n
- Ensure uniform and accurate between the parts, engineering, construction, commissioning<\/li>\n<\/ul>\n
4. The process of chemical profile standard for business<\/h2>\n
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.<\/p>\n![\"S\u1ed1](\"https:\/\/lacviet.vn\/wp-content\/uploads\/2025\/05\/so-hoa-ho-so-2.png\")
Quy tr\u00ecnh s\u1ed1 h\u00f3a h\u1ed3 s\u01a1 chu\u1ea9n cho doanh nghi\u1ec7p<\/figcaption><\/figure>\nStep 1. Survey the current state record needs to digitize<\/h3>\n
This is the first step brings the platform. Businesses need to review the entire record is available to clearly identify:<\/p>\n
\n- Record type are stored (administrative, accounting, legal, hr,...)<\/li>\n
- Volume profile (how many barrel\/document\/paper...)<\/li>\n
- Critical level, the frequency of use of each material<\/li>\n<\/ul>\n
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.<\/p>\n
Benefits: save time and cost from the beginning to avoid deployment lack of focus.<\/p>\n
Step 2. Classification cataloging record<\/h3>\n
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.<\/p>\n
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.<\/p>\n
Benefits: Create the basis for the scan, archive, search easily consistency.<\/p>\n
Step 3. Preparing the original document<\/h3>\n
Documents before scanning should be checked for physical processing, including:<\/p>\n
\n- Peel off pin, remove the paper clip<\/li>\n
- Is flat, hygienic dirt if needed<\/li>\n
- Ensure the order page and the document is not torn serious<\/li>\n<\/ul>\n
Note: this Stage is simple but great influence on the quality of the scanned image recognition capabilities characters after this.<\/p>\n
Step 4. Scan, document capture using specialized equipment<\/h3>\n
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.<\/p>\n
In case the document has special sizes (such as engineering drawings) need to use a device scan large to keep the format the details.<\/p>\n
Step 5. Image processing, set the file name and attach metadata<\/h3>\n
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:<\/p>\n
\n- Creation date<\/li>\n
- Name record type<\/li>\n
- Creator<\/li>\n
- Keywords main content<\/li>\n<\/ul>\n
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.<\/p>\n
Benefits: Helps record to be found through search engines internal, no need to open each file to determine the content.<\/p>\n
Step 6. Storage on the system software of goods or cloud platform<\/h3>\n
Following documents, when completed, will be stored into the document management system (DMS) or platform cloud are highly secure. This helps businesses:<\/p>\n
\n- Access anytime, anywhere<\/li>\n
- Easily share internal and external<\/li>\n
- Sync data between the parts<\/li>\n<\/ul>\n
Should choose platform features automatic backup, control access rights, to ensure the safety information.<\/p>\n
Benefits: Ensure data is always available, secure, support remote work and contact information system.<\/p>\n
Step 7. Set the authorization configuration, smart search<\/h3>\n
The last step is to set access by user role. For example, only staff personnel are viewing profile candidates, accounting is viewed bill payment...<\/p>\n
Besides, the business should enable the smart search (search by keyword, by metadata...) to save access time.<\/p>\n
Benefits: enhanced security, data control closely enhance job performance.<\/p>\n
A process of digestion, it not only helps business \u201cconvert paper documents to digital\u201d, 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.<\/p>\n
5. Regulations on the chemical profile: Enterprises need to understand what pre-deployment?<\/h2>\n
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.<\/p>\n
Here are the key provisions are to be applied in Vietnam:<\/p>\n
5.1. Decree no. 30\/2020\/ND-CP on clerical work<\/h3>\n
Digitizing records<\/strong> 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.<\/p>\n<\/blockquote>\n Many people often confuse \u201cthe chemical record\u201d, and \u201cscan document to be stored on the computer\u201d. 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.<\/p>\n 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 \u2013 Recruitment \u2013 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.<\/p>\n 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.<\/p>\n 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:<\/p>\n 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.<\/p>\n 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.<\/p>\n 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.<\/p>\n 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 \u201ccontract partner 2022\u201d 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.<\/p>\n 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.<\/p>\n 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.<\/p>\n 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.<\/p>\n 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.<\/p>\n 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.<\/p>\n 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.<\/p>\n 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.<\/p>\n 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:<\/p>\n 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.<\/p>\n Illustrative examples:<\/p>\n 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<\/p>\n Illustrative examples:<\/p>\n 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.<\/p>\n Illustrative examples:<\/p>\n 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...<\/p>\n Illustrative examples:<\/p>\n Business benefits received:<\/p>\n 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.<\/p>\n This is the first step brings the platform. Businesses need to review the entire record is available to clearly identify:<\/p>\n 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.<\/p>\n Benefits: save time and cost from the beginning to avoid deployment lack of focus.<\/p>\n 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.<\/p>\n 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.<\/p>\n Benefits: Create the basis for the scan, archive, search easily consistency.<\/p>\n Documents before scanning should be checked for physical processing, including:<\/p>\n Note: this Stage is simple but great influence on the quality of the scanned image recognition capabilities characters after this.<\/p>\n 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.<\/p>\n In case the document has special sizes (such as engineering drawings) need to use a device scan large to keep the format the details.<\/p>\n 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:<\/p>\n 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.<\/p>\n Benefits: Helps record to be found through search engines internal, no need to open each file to determine the content.<\/p>\n Following documents, when completed, will be stored into the document management system (DMS) or platform cloud are highly secure. This helps businesses:<\/p>\n Should choose platform features automatic backup, control access rights, to ensure the safety information.<\/p>\n Benefits: Ensure data is always available, secure, support remote work and contact information system.<\/p>\n The last step is to set access by user role. For example, only staff personnel are viewing profile candidates, accounting is viewed bill payment...<\/p>\n Besides, the business should enable the smart search (search by keyword, by metadata...) to save access time.<\/p>\n Benefits: enhanced security, data control closely enhance job performance.<\/p>\n A process of digestion, it not only helps business \u201cconvert paper documents to digital\u201d, 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.<\/p>\n 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.<\/p>\n Here are the key provisions are to be applied in Vietnam:<\/p>\n2. Benefits of digitizing records for business<\/h2>\n
2.1 cost saving space storage<\/h3>\n
2.2 Access to fast, accurate data<\/h3>\n
2.3 information security, access subdivisions, clear<\/h3>\n
2.4 Support remote work and productivity increase<\/h3>\n
2.5 easily integrated with the management software other<\/h3>\n
3. The record type business should prioritize digitization<\/h2>\n
<\/p>\n3.1. Profile legal, hr, finance \u2013 accounting<\/h3>\n
\n
3.2. Contracts, receipts, dispatch incoming\/outgoing<\/h3>\n
\n
3.3. Record customer data, CRM<\/h3>\n
\n
3.4. Profile technical design drawings<\/h3>\n
\n
\n
4. The process of chemical profile standard for business<\/h2>\n
Step 1. Survey the current state record needs to digitize<\/h3>\n
\n
Step 2. Classification cataloging record<\/h3>\n
Step 3. Preparing the original document<\/h3>\n
\n
Step 4. Scan, document capture using specialized equipment<\/h3>\n
Step 5. Image processing, set the file name and attach metadata<\/h3>\n
\n
Step 6. Storage on the system software of goods or cloud platform<\/h3>\n
\n
Step 7. Set the authorization configuration, smart search<\/h3>\n
5. Regulations on the chemical profile: Enterprises need to understand what pre-deployment?<\/h2>\n
5.1. Decree no. 30\/2020\/ND-CP on clerical work<\/h3>\n