Searching for keywords like “paperless office”, “digital transformation”, and “document digitization” on Google yields numerous results on document digitization. The sheer volume of results underscores the importance of digitization for the sustainable development of businesses.
Why is it necessary to convert paper data to electronic data?
In the era of Industry 4.0, organizations and businesses are embracing the application of information technology in digitization and the development of modern databases. This strategy accelerates reform, enhances efficiency in administrative procedures, and improves service delivery to customers and citizens. Specifically, it entails transforming physical archives that take up space and gather dust into a “virtual warehouse”, a modern database with large capacity, smart storage, secure management, fast retrieval, easy information search, and sharing. Here are some compelling reasons for this transition, supported by secondary data:
Improving Efficiency and Productivity
Faster Information Retrieval: Electronic data can be easily searched and retrieved using keywords and filters, saving time and effort compared to manual paper searches. According to Abbyy, a company specializing in optical character recognition and natural language processing, businesses can save up to 80% of document processing time by digitizing their processes.
Easy Sharing and Accessibility: Electronic data can be effortlessly shared via email, intranets, and cloud storage, facilitating seamless interaction and information exchange between individuals, departments, and organizations. McKinsey estimates that effective use of online tools can boost employee productivity by 20-25%.
Process Automation is Inevitable: Electronic data forms the foundation for process automation, reducing manual interventions, errors, and enhancing overall work efficiency. PwC estimates that up to 45% of human activities can be automated.
Cost Savings
Reduced Printing, Storage, and Maintenance Costs: Digitization eliminates or minimizes paper usage, resulting in savings on printing, office supplies, document storage facilities, and transportation costs. According to Forbes, the average office worker uses 10,000 sheets of paper annually, and American corporations waste a staggering $120 billion per year on printing forms, most of which become obsolete within three months. This highlights the inefficiency of paper-based processes and the potential of transitioning to a paperless office.
Enhanced Archive Utilization: With electronic storage systems, archived documents are more accessible, increasing their utilization and reaching a wider audience, regardless of geographical boundaries.
Effective Document Digitization with VNPT eDiG
VNPT eDiG, a digital archiving platform developed by the Vietnam Posts and Telecommunications Group, offers a host of benefits, including space savings for document storage, anytime, anywhere access, data editing and reuse capabilities, data backup in case of risks, preservation of original document quality, data security, and integrity.
VNPT eDiG enables customers to convert paper-based records into digital signals that computers can understand, read, and store in their databases. The system is flexible and easily integrates with existing customer infrastructure, creating an open, easily searchable, and accessible database. It also facilitates quick statistical reporting and data compilation. Built on a cloud computing model, VNPT eDiG can cater to large-scale customers, accommodating multiple levels and types of records, even those with undefined information. The system currently comprises 12 subsystems, 66 functional groups, and over 600 features. With its advanced technology and practical benefits, the solution has been recognized with prestigious awards like the Sao Khue 2020 and Top Technology 4.0 in 2023 for its outstanding contribution to the field of digital transformation services.
For more information, please visit vnpt.com.vn or call the toll-free hotline 18001260.
