Three reasons to digitize your company's documents(digitalisieren)
Optimizing processes within an organization is a fundamental part of achieving successful management. The large boxes of documents and shelves that until now have been the way to organize and archive data, give way to digitalization, which allows the integration of information in a comprehensive management system. Know the advantages of this new model.
1-Security and preservation of documents
Scanning documents has multiple advantages, one of the most important is that it is no longer necessary to keep copies on paper to ensure that we do not lose information. Digitization implies the generation of a series of backup copies, protecting the data thanks to systems that have several centers or nuclei that store the information, and in this way, ensure an endorsement of the physical versions and digital copies.
Guaranteeing access to documentation and the legality of conservation periods is the best way to be prepared against audits and inspections, so having physical versions and digital backups, and start generating online versions, is the best way to keep a strict control, avoiding legal and tax errors.
In addition, you can choose different levels of security and access for a document, controlling information flows and different versions.
2 - Access speed
When a client or an external institution requires information, immediacy is essential. To respond to this requirement, the rooms full of shelves with confusing classifications are obsolete. Through a management system documents are located instantaneously.
In a context in which customer service becomes an increasingly relevant issue, queries are answered more quickly, reducing waiting times and avoiding the loss of documents.
If we do not take an immediate measure that takes advantage of the technology, the physical files of documents will increase, hindering the management of the organization and increasing the costs of administration.
3- Online and multi-user consultations
At present the documentation is generated and stored in electronic support. This is why it is important to integrate the paper documentation in the digital file in order to access a single search and registration file, where you can label and rank the information.
When documents are accessible online, productivity increases, since employees save time looking for files. In addition, there is access from any place and from several users, which allows to establish collaboration networks and facilitate workflows.
Remember, implementing a document digitalization policy in your organization will allow you to save resources on paper, physical space, and give your company a modern look and according to sustainability criteria.
For the conversion of paper documents to digital ones, it must be scanned, and it is transformed into digitized information either in image or text. A digitization project can take from a month to a year, depending on the volume of information and the urgency of the project. https://staubscanning.ch/5-tipps-zum-digitalisieren-von-dokumenten-vom-technologieexperten/
How to achieve the digitalization of documents in public institutions?The purpose of a public institution is to offer an efficient service to citizens and in this era marked by digitalization, the parameters of this efficiency are not inferior to those expected of private companies.The key to keeping up with these parameters is the virtualization of the public office that is digitized and managed through tools such as public management software.However, the digitization of the office goes through a task that is extremely simple in its conception but can be complex in the execution: the digitalization of documents .In essence, all public management software generates, modifies, and circulates digital documents that are associated with the requirements of users and digitization is what allows us to manage documents through software.But why take the trouble to digitize large masses of documents?
How to achieve it?Phases of the digitization process:In the digitalization of documents, tangible physical records such as text and images printed on sheets of paper or photographic material are converted into digital formats.This implies two processes that must converge properly: digitization and electronic document management.Digitizing involves transforming the content of an analogue media into a digital format.Electronic document management, that is, what is being understood as part of the electronic administration implies the management of what has already been digitized .The first process meets the second in three steps:Capture with document scanner.Indexing of the information of the document associating it with metadata that allows locating it Document storage and metadata.Prerequisites of the digitalization.However, a planning and evaluation phase of the digitization of the file and the structure of the digital documents is previously required .
To define the structure of the digital document, we will have to base ourselves on its meta data, signature and typology of the file.The definition of metadata is very important, since we must differentiate between content metadata such as concept, description, access and administrative metadata such as conservation, copying, traceability.Using document management systems or file management systems is essential throughout this process.Then we will proceed to create the archival documents keeping in mind that the creation of documents must be preceded by a series of legal, technological, and archival analyzes, which determine their usefulness.
This analysis will tell us if the document should be created or not.
(dokument)Next, it will be time to start the production of the files, as well as their management and processing within our document management system.The challenges of digitalization.All this process requires not only the choice of a document management software and an architecture of services suitable for the requirements of the public office but of an entire organization of work and processes.Digitizing does not imply just keeping information secure, but managing it , and doing it properly with the methods and tools of archival science .
For the digitalization they are still valid, archival concepts such as expurgation, transfer, documentary valuation, classification chart and documentary series.Also read: How to reduce downtime in public management?Managing this electronic environment is complex.
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The assessment of cognitive functions is an integral part of decision-making during clinical drug development, as certain drugs can have an impact on the cognitive capabilities of the brain.
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The new generation in this region is more concerned toward the benefits of cognitive training, which is not just limited to patients with cognitive dysfunctions.
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