DIGITIZATION OF DOCUMENTS

FOR OFFICES @ UP VISAYAS

@ UP Visayas Tacloban College
24 June 2019
 What is digitization?

the conversion of text, pictures, or sound into a

digital form that can be processed by a computer

Example:

"the digitization of the rare map collection at the

library"
 Why digitization is important?

There are many reasons why companies are making this

change, some are moving because they need to gain
speed and agility, others are moving because they want to
save cost, others are moving because they want a global
reach, etc.
In short, digitalizing your organization can give you a
competitive advantage by doing things better, faster, and
cheaper than your competition.
 What are some “quick gains” in digitizing?

•Improve the efficiency of business processes, consistency, and

quality
•Integrating a conventional digitized records system
•Improve accessibility and facilitate better information exchange
•Increase response time and customer service anywhere
•Reduce costs
•Ability to take advantage of analytics
•Help with the flexibility of staff
•Improvement plan for business continuity
 What are some “quick gains” in digitizing?

“By changing processes from analog to digital, many

organizations are no longer limited to geographical
boundaries. If you want to have a global reach however, it
is important to do it right the first time; therefore, I
recommend that you properly understand what you want
to achieve, and then plan and manage your digitization
programs properly.”

(by Chakib Abi-Saab, Chief Digital Officer, Bumi Armada Sdn Bhd)
 What are some “quick gains” in digitizing?

When all your information is in digital form, your ability to

secure your organization’s knowledge drastically increases
because you can manage access and level or rights and
security for each user, no matter where they are, and you
can change it as needed. Most digital storage
technologies of today also have audit trails which give you
the ability to see who did what to each file, and giving you
access to older versions if needed…

(by Chakib Abi-Saab, Chief Digital Officer, Bumi Armada Sdn Bhd)
6 Ways Digitization of Your Document Storage
can Boost Organizational Productivity
Starbic Business Solutions starbic.com

Businesses keep on improving their core functions that

directly affect their performance and market position.
Though, they often overlook the need to modernize their
Record Management System and document handling.

If your document storage and management system is old, it might

as well be obsolete. Thus, there is a need to upgrade it so that the
personnel easily store, access, and retrieve the information when
required without compromising on productivity.
1 - Reduced Logistical Effort

Paper adds up quickly and it can pile up into

mountain-sized loads within no time.
Physical storage of the documents on site has its
own limitations. Physical storage eats up a lot of
space, moving the heavy loads of paper is tedious,
and retrieving the right piece of document on time
becomes a challenge.
2 - Enhanced Information Security

Physical documents are vulnerable to stealing or

misplacement.

The only ways to protect physical document are a

vault (expensive!) or shredding. Your organization
can simplify things for itself and its stakeholders by
scanning all the documents and storing them over
personal or external servers for quick retrieval.
3 - Seamless Team Collaboration!

Businesses today operate with multiple teams

working from different locations within a country,
and even from different countries.

The effectiveness of their collaboration and overall

productivity heavily relies on the quickness with
which a piece of information can be accessed.
4 - Audit Compliance

Audit compliance is crucial for businesses, big and

small to function legally in any location. Audit
compliance becomes hassle free when combined
with fast access to the data and records. It all
depends upon the organization, curation, and
format and retrieval speed of the required
information.
5 - Safe Disaster Recovery

There have been numerous cases when physical

documents were damaged due to an uneventful
tragedy and the affected organization had to pay
the price. For example, in fire tragedies, paper
documents are the first things to get destroyed
beyond recognition.
6 - Less Clutter!

Speaking of clutter, it is inversely related to

productivity. And, we are saying that from
experience.

Digitizing your crucial business documents will

permanently remove the clutter and save you a lot
of utility space in addition.
Some TIPS on how to set up a document
scanning system
Christopher Null @ pcworld.com

Scanning can be a complex process that requires

solid hardware, plenty of storage (either offline or
online), and no small amount of personal
dedication.

Here’s how to streamline all of this and make

scanning as painless as possible.
Select the right hardware

You’ll quickly be lamenting another failed resolution

if your hardware isn’t up to the task.

The good news is that most printer manufacturers

now produce capable all-in-one devices that will
give you quality scanning in the same chassis as a
color printer, copier, and fax machine.
Scanning software

The good news: Scanning has become integrated

into a vast number of software programs and
mobile apps in addition to the options offered by
hardware devices directly.

The bad news: That gives you, the user, perhaps too
many options to choose from.
Taking it to the cloud

The most critical advancement in the world of

scanning in recent years has been the integration of
the cloud with scanning software and hardware.
Now, instead of having to find and manage local
storage for all your scanned documents and then
deal with online archives, you can send scans to
your online storage system of choice straight from
the scanner.
Tagging and archiving

Now for the bad news: No matter where you store

your files -- online or off -- you’ll need to do at least
some work to manage them. Just because you’re
scanning stuff doesn’t mean it’s going to be easy to
find later. As lawyer Tom Flores notes, “The only thing
worse than watching an attorney looking for a document
in a banker’s box of paper is watching an attorney try to
flip through documents on a tablet.”
Workflow management

Lastly, scanning does involve some physical and

mental effort on your part. This kind of menial
exertion is hardly at the top of any busy
professional’s to-do list, but it’s important that scans
be completed regularly in order to ensure your
scanning system retains its value.
6 Steps For Digitising Your Documents
by SecureData Management securedatamgt.com

Digitising your documents is a convenient way to

create more space in your office and make
accessing files easier.
The internet is fast becoming the most common way
to transfer data so now is a better time than any to
make the digital shift. With the paperless office trend
taking flight more companies are looking for easy
ways to digitize their files.
The benefits of digitising your documents
outlined below give an indication why:

o Easy Accessibility
o Increased employee productivity
o Environmentally friendly
o Better protection from physical harm
o Convenient to store and retrieve
o Save money on storage space
1.) Identifying documents for digitisation

It is important to get an idea of what kind of

documents you want to convert and this will help
you chose what method to use going digital.
Different types of documents will require different
expertise, for example, double side documents or
colour documents will have to be treated differently.
2.) Preparing your files

Making sure your documents are ready for

digitizing seems simple but it is of paramount
importance to make sure that your documents are
clear of mundane office objects such as:
paper clips,
sticky notes,
pins and
spiral binds.
3.) Scanning

There are a variety of apps and software that have

made document scanning on the go possible,
companies are now able to send documents for
scanning directly from their mobile devices.
Multifunction printers (MFPs) and flatbed scanners
can provide affordable scanning services but
neither are desirable for high volume scanning.
4.) Transition into digital modes

You can store your digital documents as images or

PDF files. Choosing between the two involves
evaluating the document itself. For instance, if it is a
handwritten document it might be more practical to
store it as an image.
5.) Digital formats

Digitizing your files is just the first step – managing

and storing your digital files is a far more delicate
process.
Now that your documents are digitizing they can be
stored on a variety of different digital formats such
as: USB drives, CDs/DVDs, hard drives, film reels and
media tapes.
---

For greater control over your digital documents a

management system is recommended, as it makes
file retrieval more efficient and means your files can
better protected against viruses. EDMS (Electronic
Document Management System) allows you to
upload and view your digital archive on the go
whilst simultaneously restricting access to certain
files.
6.) Storing Digital Documents

For optimal security and environment protection

outsourcing your digital documents for storage is the
best next step.
There are various outsourcing data security firms that
offers a data tape rotation service which includes a
full audit of your digital files and the destruction of
digital files in compliance with Data Protection
legislation.
Basic considerations for digitized systems

1. Equipment
2. Naming System
3. File Organization
4. Storage
5. Personnel (?)
6. Specification of files
EQUIPMENT

- Document scanner per cluster (offices/units)

- Cloud-based network access storage (NAS) /
Local cloud server with high capacity storage
attachments (current server:
cloudapp.upv.edu.ph)
- UPV will purchase the high capacity NAS
NAMING SYSTEM

office code . name . date . file_type

Example:
DISP.ApprovedExpansionOfCampusNetwork.24June2019.pdf
FILE ORGANIZATION

Account-based network folder

Defined file security, permission, ownership,
access rights, restrictions, quota and sharing
schemes
STORAGE

Data will be stored in local cloud, NAS, web

cloud (Internet) and local drive

Repository will be hosted in local cloud (this is

accessible by share)
PERSONNEL

Digitized Document Data Manager position

FILE SPECIFICATION

Describe the required electronic format in

which all offices/units must submit their data.
The file specifications are a required format
and must be followed in order for the
data file to be processed.
(to be determined…)
WORKSHOP

Access the site:

cloudapp.upv.edu.ph

Start uploading and sharing of electronic files (digitized docs)

WORKSHOP

Overview of “OwnCloud” application and

local cloud services

Discuss the features of the application.

OPEN FORUM