The complete guide to digitization

What can be digitized?

Digitization involves scanning and storing photos, media, and documents, including records, books, manuscripts, periodicals, and items in similar categories. The scanner or service you use determines the variety of documents you can digitize. For instance, flatbed scanners allow for single-page processing and are excellent options for thicker or more fragile documents. Meanwhile, an overhead scanner can capture pages from a book as they’re flipped, making scanning hundreds of pages more efficient.

Other media types, such as CDs and DVDs, can be digitized without scanners, which usually entails converting the files on the disc with software.

Data digitization is digitally processing information so that it can be accessed independently from the original physical medium. Data digitization is sometimes referred to as information modernization or data abstraction.

Why should I digitize my files?

There are many benefits of file digitization including workflow efficiency and information preservation. Physical files are at constant risk of damage, decay, and mishandling. The secure, digital, and infinitely reproducible nature of digitized documents makes it unlikely that a document will be erased from existence, especially if you store digitized files in a cloud server.

Key considerations

Records digitization ensures that you’ll always have a quality copy of a document, but also improves operational efficiency, making it easier to retrieve, catalog, and store records thanks to digital libraries. Here are some key considerations to make before setting out on a records digitization journey:

• What problems will record digitization solve?
• How long will you keep digital records?
• How many resources can you invest in digitizing records?
• How and where will digitized records be stored?
• Are there legal requirements for digital documents in your industry?
• Who will oversee the digitization of records and archives?
• Who will have access to digitized records?
• What departments in your organization will be affected by the change?

The digitization of documents doesn’t solely benefit internal processes. It can also improve customer-facing processes, creating a frustration-free environment that positively affects retention and customer experience.

According to Statista, the three leading causes of frustration with customer service in the US are lack of effectiveness, lack of speed, and lack of accuracy. Digitization can solve each issue, enabling customer-facing employees to access documents more efficiently.

Which elements can be digitized?

According to a study performed by Harvard Business Review, complete customer satisfaction is the key to securing customer loyalty and generating superior long-term financial performance. Customer behavior makes taking a holistic approach to the digitization process essential.

Any physical documents produced while working with a customer should be digitized and stored for later use, including receipts, service orders, and transcripts. The more complex a transaction is, the more that you should digitize. Extensive digital cataloging can be particularly useful for correcting procedural errors, such as an incorrect SKU causing inventory discrepancies.

Digitization companies can convert documents to digital formats en masse, overseeing the process and ensuring that your catalog remains organized and accurate.