Digitization, less commonly digitalization, is the process of converting information into a digital (i.e. computer-readable) format, in which the information is organized into bits. The result is the representation of an object, image, sound, document or signal (usually an analog signal) by generating a series of numbers that describe a discrete set of its points or samples. The result is called digital representation or, more specifically, a digital image, for the object, and digital form, for the signal. In modern practice, the digitized data is in the form of binary numbers, which facilitate computer processing and other operations, but, strictly speaking, digitizing simply means the conversion of analog source material into a numerical format; the decimal or any other number system that can be used instead.
Digitization is of crucial importance to data processing, storage and transmission, because it "allows information of all kinds in all formats to be carried with the same efficiency and also intermingled".Unlike analog data, which typically suffers some loss of quality each time it is copied or transmitted, digital data can, in theory, be propagated indefinitely with absolutely no degradation. This is why it is a favored way of preserving information for many organisations around the world.
Below are some reasons why a business should go for Digitization:
Increased Productivity- It takes an employee an average of 12 minutes to find the paper document they are looking for. With a well-executed digitization and document imaging plan, this can be reduced to a few seconds or less further increasing the efficiency for your business.
Cost efficiency- The cost of printing and paperwork can be exorbitant. It involves various sub costs like equipment management, paper records maintenance and cost of space.
Easy to access and always accessible- Documents that have been converted can be easily accessed through the cloud or system using any device that has internet, anywhere or anytime.
Taxonomy and Indexing : NineStars Digitization Services will help you build a high level classification for your documents so that you can easily find the documents that have been scanned, Taxonomy is also useful in further refining search results. A well designed Taxonomy will increase your search results and employee adoption.
Enhanced security- A scanned document is trackable document. If needed, only certain users can access the documents and workflows can be set up along with permission groups for an individual, which enhances the security and maintains the confidentiality of the document.
Enhanced Information Preservation- Information stored in paper formats is degradable information, and degrades further every time it is handled manually. Document imaging ensures that your business's most important data is saved and preserved for the future.
Disaster recovery- There is always a risk of disaster, whether it is natural or manmade. Fire, flood, earthquakes or other destructive phenomenon may cause a major disaster for your paper documents seriously affecting your business.
Saves space- Real Estate space is expensive, Eliminating paper storage can give you with more space, reduction in rent, reduced off-site document storage fees or potential to open up a new office.
Stay Competitive- From multinational firms to small organization, digitization has been the mantra of the new age document management. Document digitization efforts have repaid businesses in reduced costs, effecient workflows and satisfied customers.
Environmentally friendly- Document Imaging and overall document digitizing process adds to your green credits and is an environment friendly initiative. It removes the needs of creating multiple backup copies and unnecessary printing, increasing the eco-friendly quotient of your company.
Digital Transformation – Data scanning is a first step in building a digital transformation plan. Early adoption is the key for organizations to ensure digital success and focus on cost savings and standardization.
Business leaders today emphasize on Document imaging as the first step towards digitization. When implemented accurately with the help of an experienced service provide like Ninestars