Digitisation: A way of the future
Have you ever been in a situation where you need to go through thousands of documents? Whether you’re a Federal Government Department, a legal firm or a medical facility, it happens everywhere. This is mainly…
Have you ever been in a situation where you need to go through thousands of documents?
Whether you’re a Federal Government Department, a legal firm or a medical facility, it happens everywhere. This is mainly because data, documents and your information are everywhere. It’s the ‘managing them’ part that can get tricky.
To break down the process, it’s best to start with differentiating between digitisation and digitalisation. You may have heard both terms before, so let’s get to the crux of it.
Digitisation: going from the physical to the electronic form.
Digitalisation: the transformation of business process using digitisation.
“Simply put, digitalisation is the way of the future and digitisation is the way to do it.” – Justin Holt, TIMG National Digitisation Manager
To demonstrate this further we will look at how the experts convert your existing information, in its many formats, into manageable, searchable data.
Converting a Physical Filing System into Electronic Format
A client in the public sector had a number of reasons for converting their paper files to an electronic format. This included saving space, easing accessibility, retaining data integrity, as well as streamlining their legacy document archiving process.
Documents within the organisation were only available as folders stored in a physical location. This made it difficult for stakeholders to access and required substantial storage space.
TIMG was asked to provide a digitisation solution to improve accessibility and ease navigation of these documents, while still retaining the original filing structure.
TIMG replicated the exact structure of the client’s filing system into digital form, by using innovative folder structures and bookmarking.
Optical Character Recognition (OCR) was then applied to the documents. This process created an easy way to search the documents without manually going through each page. The documents were also stored in PDF/A format for a longer life cycle, availability and compatibility.
The digital format developed by TIMG mirrored the organisation’s original storage structure. In turn, the clients did not have to learn a new filing system, and as such, had no trouble adapting to the new solution.