Significance of Digitizing Business Records during COVID 19

Modern organizations operate in a competitive, customer-oriented world where everything has to be done quickly and efficiently. One of the effective ways to achieve this is with digital transformation. Conversion of valuable business documents into digital format is often undervalued but is it is the ideal way to save, store and archive important data. Reliable document conversion service providers help businesses complete their digitization projects quickly and efficiently.

As businesses grow, new systems and software are adopted, mergers and acquisitions happen and new devices and end points are added to the network. This can lead to a complex structure of data which is difficult to manage.

All organizations need records of their physical resources, and agencies that offer digitized versions of those resources make them accessible online which allows for an easier transition. However, for any organization, successful digital transformation depends on having a strong strategy in place. Even with the latest technology and machinery, a proper strategy or foundation that supports digital transformation is essential.

• Digitization: Any digitization project requires careful planning. Businesses should determine whether they are digitizing to provide employees with access to a database in the cloud or simply backing up digital data. If you are hiring a professional vendor, then it is important to be clear about what you want to digitize and how much you can invest in your digitization project. If you are unsure about drawing up a clear plan for digitization, follow the Federal Agencies Digital Guidelines Initiative (FADGI) -- a great starting point for understanding more about digitization.

• Storage: When it comes their old documents, businesses need to consider storage options much ahead of the digitization project in order to ensure a seamless process. Paper materials should be stored in archival-grade, acid-free boxes or folders. Papers that have been exposed to potential contaminants like moisture, mildew, etc., should be kept away from other materials to prevent spreading damage. Books should be stored flat and stacking of boxes should be avoided. A climate-controlled storage facility is a practical option.

• Handling and work space: Old documents are usually extremely fragile, and it is important to ensure minimal handling of material. The work space where these papers are scanned should be free of dust, dirt or contaminants. Make sure to take out staples, paper clips, pins etc carefully without damaging the paper. Use archival tools and spatulas to secure books in a cradle scanner and tweezers to remove any adhesives before scanning.

• Digitizing: Choosing a scanning method that doesn’t damage the book is important. FADGI guidelines can help agencies verify if their scanner settings are appropriate for the project and materials they’re working with.

COVID 19 Accelerating Digitization

COVID 19 has led to many organizations shifting to working from home. Some companies like Google, IBM already had the work culture of working from home, but for others this is a new experience. Some companies are still struggling to find the best ways to enable employee to work remotely. The Association for Intelligent Information Management (AIIM) says the best way to choose the right solutions for a digital workplace would begin by answering these three basic questions:

• Knowing what information will employees need to do their job

• The place where this information is currently stored

• Determining how employees access this storage remotely and securely

Setting up the digital work place

Having the right set of tools is important to set up a digital workplace. The following are some tips to get it right:

• Digitizing all documents: It is high time that businesses converted their documents into digital format.

• Automation: Once all the documents are digitized, the next step is to automate business processes. Business process automation is the automation of complex processes. As demand increases for businesses to perform complex, labour-intensive tasks, the goal is to automate as many manual processes as possible. This will help streamline business, improve service quality and reduce costs.

• Use the best remote access solution: Working from home and using home connections may not provide enough security for sensitive applications. Consider which tools can provide your business with the essential security. Remember that cyber criminals are aware of the fact that many businesses have turned to solutions like Zoom and Dropbox, and targeting them.

An effective digital workplace can help businesses cope in the present situation and cloud capability and the right strategies can ease the transition to remote work.

Many companies have not yet taken advantage of document conversion and document management services. Their business processes still revolve around paper documents. Successful companies have eliminated use of paper in business processes and have started digitizing their documents to keep pace with the work at home requirements due to COVID 19. They are digitizing their documents so that their remote teams can access them on the cloud.

If you are looking to digitize your business documents, the ideal option is to approach a reliable document scanning company that will provide quality services at affordable rates. They have skilled workers who can manage large volume document conversion projects efficiently.