“Digitization has created opportunities for everybody to accumulate information in a way they were never able to and analyze it with a speed that just wasn't there.”
- Ken Moelis (Founder of Wall Street advisory house Moelis & Co.)
What is document digitization?
Digitization converts analog data into a digital format that can be processed, stored and distributed electronically. Documents are first scanned, and the images are converted into editable text formats using OCR software.
Some common ways we use document digitization services in our day-to-day lives are:
- Convert old photographs into digital images such as JPG or PNG format.
- Use an electronic signature for the online agreements and contracts.
- Transform paper documents into a digital version such as a PDF by scanning them.
- Capture handwritten documents like doctors' prescriptions or handwritten notes into a digital format using Optical Character Recognition (OCR) software.
How does a document digitization service work?
Document imaging and document digitization are often used interchangeably; however, there is a marginal difference between the two terms. Document imaging refers to using scanners to convert paper files into digital image formats. For example, we can scan a paper invoice and save it as a PDF file. The digital invoice can now be easily stored on the cloud and distributed via email or used collaboratively via a document management system. However, this file is not yet machine-readable, and you cannot process or edit the tabular information contained in the invoice.
Document digitization goes one step further and unlocks the real true value of the information contained in scanned documents. Intelligent data capture methods such as OCR and ICR identify and convert the scanned text into machine-readable and editable ASCII code.
Automatic data extraction from printed or handwritten documents such as receipts, invoices, financial statements eliminates manual data entry, reduces errors and speeds up processes, thus improving productivity.
What are the immediate business benefits of document digitization?
Some of the immediate business benefits of document digitization are:
Store documents safely
Digitized documents can be stored safely on hard drives or the cloud. Digitization eliminates the risk of information loss traditionally associated with paper records, such as age-related wear and tear, natural disasters like floods and calamities like riots or theft.
Improve information accessibility
Digital documents saved on the cloud are easily accessible from any device, from anywhere at any time, and even on the go.
Share documents easily
Digital files can be distributed and accessed by employees from remote locations, in real time via any device, thus improving collaboration to support a hybrid work culture.
Digitizing documents is the first step for automating critical workflows which support downstream business processes. Automated workflows enhance overall organizational efficiency.
Reduce storage costs
Cloud-based storage is an affordable and convenient alternative to real estate costs associated with large-scale physical storage spaces.
Meet regulatory compliance
Many industries have stringent regulatory compliances around document retention. Legacy records and past business data must be retained and preserved as per the prescribed retention policies. Digitization makes it easier to maintain retention schedules. Digital documents also make it easy to meet audit compliances. Records can be quickly searched and retrieved during audits without any possibility of misplacing or losing invoices, receipts and other audit requirements.
Improve customer service
Digitization brings the most significant benefits to paper-intensive sectors like finance, healthcare, and legal and educational institutions. Digital files can be shared easily, speeding up the two-way communication processes. Advances in data capture methods digitize handwritten forms, and web forms simplify data collection from the end customer. Electronic signatures and online portals for service requests help improve customer experience and enable faster resolution of customer requests.
Save time, money, and effort
Digitizing documents saves your employees a significant amount of time and effort. The organization benefits from faster processing, affordable data storage, and enhanced employee satisfaction.
DRS: Proven experience in document digitization services
DRS Imaging, founded in 1964, is one of the oldest and largest document digitization service companies in the US. We have completed more than 50,000 document scanning projects across government organizations, financial institutions, legal, healthcare, insurance, education, construction and engineering, and manufacturing industries.
DRS has successfully executed large-size scanning projects onsite (at your location) and offsite (at DRS conversion centers).
DRS provides a comprehensive range of document digitization services:
DRS offers high-volume document scanning services, using a secure hosted solution for rapid bulk scanning of documents, classification, management and storage of scanned documents. Our bulk scanning service is beneficial in document-intensive industries such as finance, insurance, banking, and healthcare.
Industries such as engineering and construction work with large and oversized documents, plans, drawings, and blueprints. We have special scanning equipment and technical expertise to scan large oversized documents ranging from size "A" to size "E." We also offer an efficient process for sorting, filing and retrieving records from your desk in literally seconds, allowing you to minimize your personnel requirements and comply with the records retention requirements.
Microfiche and microfilm scanning
Microfilm stores photographs or images in a roll or reel format. On the other hand, microfiche stores information on little sheets or cards - both are legacy archival formats that require special scanning hardware. DRS offers microfiche and microfilm scanning services for digitizing archives.
Advanced OCR technology
DRS offers intelligent data capture services by leveraging advanced technologies such as Intelligent Character Recognition (ICR), Optical Character Recognition (OCR), Optical Mark Recognition (OMR) to capture data and extract information from handwritten or typed paper documents, microfilm, microfiche, and aperture cards. This makes information available to other systems automatically without re-entering it manually.
Digitized records management
DRS provides document digitization services for a wide range of industries and various documents types such as daily correspondence, legal documents, medical records, financial statements, student and employee information, blueprints, reports, and more. Our digital records management solution manages the entire life cycle of scanned and digitized documents. We offer clients a best-in-class enterprise content management platform, Mercury. It analyzes, classifies, and auto-tags information, making it easily searchable and retrievable.
Document digitization services lay the foundation for digital transformation and digital collaboration. Once digitized, files can be routed into a document management system which enables digital collaboration and equips you for remote and hybrid work models.