Since the dawn of industrialisation and the rise of the modern organisation (encompassing both private and public sector entities), documentation has become the cornerstone of business activities and processes.
Documentation confers great advantages to organisations as it builds organisational memory allowing for better corporate governance and accountability practices, and greater transparency in operational activities for shareholders or citizens. It also enables the reuse of information previously compiled as well as allowing new employees to take over more smoothly from their predecessors.
Any good document archival system relies heavily on the ease of archiving, ease of retrieval and the effort it takes to find what you are looking for. When it comes to document archival, over time, organisations have become victims of their own success. As more and more documentation is created the more burdensome the archival, searching and retrieval process becomes with traditional methods of document management. Such methods are also costly, consuming paper and unnecessary space, and environmentally detrimental as more and more paper needs to be used.
Modern office digitisation has changed the document and information management processes drastically. Today, most documents are created electronically, archived electronically, searched for electronically, retrieved electronically and oftentimes consumed electronically as well. This digitisation has enabled what traditionally used to take up the space of a football ground and countless trees in printing to be condensed into 6 inches by 4.
The problem normally remains the legacy archive for which parallel systems have to be maintained. Our archive digitisation and barcoding service can help you solve the dual system problem.
The archive digitisation process is usually undertaken over a number of steps, namely:
- setting the project vision, goals and data models;
- selecting the logistics model to deliver the documents for scanning
- Scanning, conversion, transformation, loading and if necessary barcoding or metadata tagging
- digitisation quality assurance
- digital storage indexation and storage mirroring if required
- setting up of search algorithms and retrieval programs and underlying algorithms, together with access over the cloud with adequate security depending on the purpose of use, if required.
The length of the process will depend on the quality of the documents to be digitised. If the documents are type-written, the digitisation process can be rendered significantly easier through the employment of Optical Character Recognition (OCR) software. If not, more time-consuming manual interventions might be required, rendering the process lengthier.