Document conversion or digitization is a key building block of any successful digital transformation journey, but how do you know which type of service to engage in? Is there even any difference between the two? The short answer: Yes. There’s a substantial overlap between document digitization services and document conversion services. However, the two represent distinct functions and goals of digital transformation that distinguish each of them as totally separate initiatives. Read on to discover which solution fits your organization’s digital transformation vision.
Document digitization means the scanning, imaging, and adaptation of physical documents into a digital format. This step of digital transformation empowers you with more efficient information management. Whether you’re archiving older documents for preservation or reducing storage space and costs, you’ll also improve the searchability, security, and accessibility of your data.
Document digitization services focus on taking vulnerable documents, generally filed with inefficient or even obsolete record management systems, and translating them into a digital format that preserves their data and their relevance. This often means digitizing paper files like office documents, personnel records, and old mail. It can also include the digitization of bound books, microfilm, microfiche, aperture cards, slides, and so on. These services support both archival preservation scanning projects and digital transformation initiatives.
When organizations invest in document digitization services, they are able to manage their files and preserve organizational intelligence more conveniently, with fewer overhead costs, the relief of digital backups, reduced storage space, and lesser maintenance needs.
The purpose of document conversion is to transform documents from one file type to another. To this end, conversion services involve the professional transformation of analog documentation and unstructured documents into a convenient, structured digital file format. Like with digitization, the ultimate goals of document conversion are speed and efficiency. Document and file conversion services are most often performed en masse, but individual files can be converted on an as-needed basis.
Document conversion services go beyond simply digitizing paper records. They help you organize and optimize your documents for improved searchability and workflow efficiency. With techniques like indexing and classifying, you can easily locate any file you need by assigning relevant keywords and metadata. These services group similar documents together, eliminating the hassle of sifting through folders and saving you time. Say goodbye to paper clutter and embrace the power of document conversion services to streamline your workflow and boost productivity.
Businesses invest in document conversion services to eliminate unwieldy manual transactions. Additional technologies — such as Robotic Process Automation (RPA) — can help you go beyond a faster, more efficient method of storing, searching for, and retrieving data. RPA software uses AI and machine learning to take low-grade tasks off your plate and complete them independently. The robotic intelligence can assess info, analyze its meaning, and automate tasks that would use the data in those documents, such as invoicing, payroll, and onboarding. This could become part of a total overhaul of your organization’s workflows, freeing up employee time for higher-level and higher-value tasks.
The benefits these businesses most want to get from their conversion services involve streamlining internal processes, saving employees time, simplifying information management, and unifying systems for cohesion.
Both of these document services can improve speed and efficiency in numerous ways. They’ll help your organization to:
However, each solution has a slightly different purpose. Document digitization services focus on turning hard copies of analog documents into digital files. Document conversion services take unstructured files in both digital and analog formats and turn them into structured data.
|
Document Digitization |
Document Conversion |
|
|
Improve Efficiency |
✅ |
✅ |
|
Simplify Workflow |
✅ |
✅ |
|
Protect Data |
✅ |
✅ |
|
Lower Costs |
✅ |
✅ |
|
Improve Data access |
✅ |
✅ |
|
Reduce time spent searching for documents |
- |
✅ |
|
Structured Data |
✅ |
Deciding on the right partner for document scanning and management services can be tricky. Often, the best approach is to book a consultation with a provider and see for yourself how they’ll be able to help.
The experts at Scan-Optics are prepared to guide you through your business’s digital transformation goals. Our seasoned team of specialists is experienced in all things document scanning, digitization, and conversion. To get expert advice on which digital transformation solutions best fit your company, you can schedule a free assessment and consultation with us today.