That's why many companies have turned to GED solutionwhich requires dematerialize and digitize documents. Investing in a document scanning solution is now an essential approach, not only in view of ecological concerns and the "zero waste" trend, but also from an economic point of view. Indeed, this approach, and the automation it enables, promotes performance and cost reduction.
What is digitization?
The principle?
Essential to the implementation of an EDM solution, the document digitization enables data to be secured, indexed for immediate access and retrieval, and stored securely and in compliance with the law.
Digitization involves theintegration of a paper document transformed into a digital document in the Electronic Document Management system. In this way, all documents - printed or digital - are stored consistently and harmonized in an electronic management system.
It should be noted that, depending on the original document, digitization does not necessarily involve making an exact copy of the original, as some of its characteristics may be lost. Digitization can involve text, images, graphs or even physical objects, digitized using a 3D scanner. The scan documents is based on extracting the essence of a document and transcribing it into digital format.
What does digitization involve?
There are several ways to scan documents :
- simple digitization, which involves creating a digital copy of an existing physical medium, which can then be integrated into an EDM system to facilitate distribution. This process presupposes that the original document is stored in a dedicated archive;
- faithful digitization allows the original document to be destroyed, provided that probative proof of digitization is provided. In this case, the true copy can be stored in the EDM system without the need for a physical copy.
To determine which type of scanning is best suited to your needs, your document management strategy should take into account the nature and quantity of the documents to be digitizedDo you need help establishing your strategy? Don't hesitate to contact the experts at Vivetic Group.
Digitization and dematerialization: what's the difference?
Often associated with document dematerializationThe digitization of documents involves transforming a physical medium into a set of digital data. Whether for dematerialize or scan documentsThe digitalization of processes makes it easier to find, manipulate and store data, as well as to set up workflows to manage control and validation.
Why digitize your documents?
The benefits of digitization
Over and above the ecological issues involved in reducing the use of paper, scan documents offers numerous economic and organizational advantages. In particular, digitizing your data enables you to :
- Choose the most suitable recording formats according to broadcast and exploitation needs;
- Optimizing document management is a tedious and time-consuming task that can require specific skills;
- Simplify and accelerate file exchanges;
- Reduce production, processing and archiving time;
- Automate operations by limiting the risk of error or omission;
- Facilitate collaborative work on the same document by several participants;
- Free up space and avoid the clutter created by physical media.
Digitization: what applications?
Applicable to all business sectors and to companies of all sizes, the document scanning enables data to be made accessible to the users concerned, whether they are new documents or recently archived ones. For example, in the field of accounting and financial management, digitizing invoices will enable them to be found quickly and easily in the EDM system, thanks to indexing.
Which documents to scan? Mail, supplier invoices, expense reports, purchase orders, customer contracts, HR documents, delivery slips, production files... these are all new documents that are regularly produced, received and exchanged with company stakeholders, and whose management is made easier by digitization.
Outsource the digitization of your documents
Why outsource digitization?
Outsourcing all or part of the production process digitizing document management has become increasingly widespread and necessary for some companies. In particular, new regulatory measures are making it increasingly difficult to manage electronic data internally.
From a regulatory, economic and organizational point of view, outsourcing offers many advantages. Digitizing and archiving documents externally avoids tying up resources and reduces the risks associated with data storage.
For occasional or frequent requirements, the large scanning jobs If you need the right hardware and software, you can outsource these tasks to a specialist.
Entrust Vivetic Group with the digitization of your documents?
You are looking for a document scanning company ? From its dedicated center in Aubervilliers, Vivetic Group provides high-performance, controlled and secure scanning and archiving of your documents. We can meet your needs for mass document scanningdata entry, OCR processing, indexing and archiving to meet your specific requirements and needs.
The solutions offered by Vivetic Group also meet the need for process digitization such as document control, validation or signature, thanks to the implementation of workflows. Depending on your business applications, we set up the appropriate processes.
After studying your problems, Vivetic Group's specialists will support you in your document management strategy They analyze the relevance of the documents to be digitized in response to your needs, and guide you towards the processes to be implemented.
Beyond document digitization, we can support you with a global, hosted solution that integrates all the functions required for the document and information lifecycle within your company, from workflow integration to digital data archiving.
Discover all our scanning and document management solutions for your business.
