In this article, we will explore exactly what document digitization is, how it works and some of its benefits. Read on to learn more.
Document digitization is the process of converting physical documents into digital formats using scanners or similar tools. It makes storing, sharing, and accessing information easier and more efficient.
Example: A company can use a WorkForce ES-500W scanner to digitize stacks of paper invoices, turning them into searchable PDF files for quick access and streamlined record-keeping. This simplifies tracking payments and reduces the need for physical storage space.
Here are some benefits of using document digitization:
Digitizing documents eliminates the need for physical storage, freeing up office space. Businesses can organize digital files efficiently without stacks of paper.
Digital documents are easier to search and retrieve using keywords or file names. This saves time and helps teams work more efficiently.
Digitized files can be encrypted, password-protected, and backed up. This minimizes the risk of loss or unauthorized access compared to physical documents.
Digital files can be shared instantly via email or cloud platforms like Google Drive. Teams can collaborate seamlessly, even from different locations.
By digitizing documents, businesses spend less on printing, paper, and physical storage. This leads to long-term cost savings.
Using digital files decreases paper usage, helping businesses reduce their environmental impact. It’s a step towards eco-friendly operations.
Use our 9-step document digitization process to efficiently store your files:
Evaluate which documents need digitizing and group them by type or importance. This step ensures efficiency and reduces redundant effort.
Example: Gather 500 client invoices and categorize them into folders labeled "Paid" and "Unpaid" before scanning them with a touch screen scanner.
Choose a scanner or software that matches your document type and volume. High-quality tools ensure accurate and efficient digitization.
Example: Use a WorkForce DS-870 scanner for bulk scanning or an app scanner for quick smartphone-based digitization of receipts.
Remove staples, clips, or any obstructions and ensure pages are flat. Proper preparation prevents jams and ensures clear scans.
Example: Before scanning 1,000 pages of contracts with a wireless scanner, remove staples and smooth out creases.
Feed the documents into the scanner and start the scanning process. Adjust settings like resolution or color mode as needed.
Example: Set a scanner to 300 dpi for crisp black-and-white scans of legal agreements.
Convert scanned images into searchable text using OCR software. This step makes it easy to find specific information in your files.
Example: Process 200 scanned meeting notes in an OCR tool to make them keyword-searchable.
Sort and name the scanned files in a logical and consistent way for easy retrieval. Use folders and naming conventions to keep everything structured.
Example: Save digitized HR records from a scanner in folders labeled "2023_Employee_Records" with filenames like "JohnDoe_Contract.pdf."
Save the digitized files to secure locations, such as cloud storage or external drives. Backups protect your data from loss or hardware failures.
Example: Upload 5 GB of scanned tax records to Dropbox and back them up on a 1TB external hard drive.
Shred unnecessary paper copies or store essential originals securely. This step reduces clutter while keeping important records safe.
Example: Shred 300 scanned receipts using a cross-cut shredder, keeping only five critical originals in a locked cabinet.
Set a schedule to regularly digitize new documents to keep your system up-to-date. Consistent practices ensure you stay organized over time.
Example: Dedicate 30 minutes every Friday to scan weekly receipts and invoices using a flatbed scanner and a multi-page ADF scanner.
SwiftFin Solutions is a financial services firm handling large volumes of client invoices, contracts, and tax records. To streamline operations and reduce paper clutter, they implement our structured document digitization process:
The company begins by gathering 500 client invoices from the past year. The accounting team sorts them into two categories: "Paid" and "Unpaid," ensuring that priority documents are scanned first. These folders are then set aside for batch processing.
To handle high-volume scanning efficiently, the team selects a WorkForce DS-870 scanner for bulk document processing. For employees working remotely, a mobile scanning app is recommended for quick digitization of receipts and small documents.
Before scanning begins, staff members remove all staples, clips, and folded corners from 1,000 pages of client contracts. Each document is smoothed out to prevent scanner jams and ensure high-quality scans.
With all documents prepared, the team feeds them into the scanner, adjusting the settings to 300 dpi for crisp, black-and-white scans of legal agreements. Large documents are scanned in batches to prevent errors and maintain efficiency.
Once the scans are completed, the team processes 200 meeting notes through an OCR tool to make them keyword-searchable. This allows employees to quickly find specific contract clauses or client details without manually searching through PDFs.
To maintain a structured digital archive, scanned documents are saved into clearly labeled folders. HR records are stored under "2023_Employee_Records," while invoices follow a consistent naming convention, such as "ClientName_Invoice_#1234.pdf."
The digitized files are uploaded to the company's secure cloud storage system, ensuring remote accessibility. Additionally, a backup copy of all scanned tax records, totaling 5 GB, is stored on a 1TB external hard drive to prevent data loss.
After verification, unnecessary paper copies are shredded using a cross-cut shredder to protect sensitive financial data. Essential originals, such as signed client contracts, are securely stored in a locked filing cabinet for long-term retention.
To keep their digital records up to date, SwiftFin Solutions establishes a monthly schedule for scanning new invoices, tax documents, and contracts. Employees are trained to follow the process consistently, ensuring a well-organized and efficient system.
We hope you now have a better understanding of how document digitization works and its benefits. If you enjoyed this article, you might also like our article on NLP OCR or our article on how to OCR a PDF document.