records for digitization may change with each successive appointed Minister and government, so threatening the long-term sustainability of digitization initiatives within the NAZ. Hi Anitha, Ben Wekalao Namande Principal Librarian, Kenya National Archives and Documentation Service. record for permanent preservation. PDF | On Jan 1, 2005, Dr. Thiyam Satyabati Devi and others published The need for digitization. Thank you Josephine. Delicate pages might need to be scanned one at a time on the scanning bed. It has been seen that even century-old paper documents can still be used. Managers waste time searching through misfiled, mislabeled, untracked or lost information. in later use images, video, and text) into digital form.” According to literature, digitalization, or digital transformation, refers to “the changes associated with the application of digital technology in all aspects of human society” [6]. DIGITIZATION OF ARCHIVAL RECORDS: THE KENYA NATIONAL ARCHIVES AND DOCUMENTATION SERVICE EXPERIENCE. It will surely improve the efficiency of organisational work. On the other hand, digipaper uses OCR to extract the textual content of a digital document, which can be stored as a document’s tag in the archive. Digital and physical records provide an array of benefits and help to strengthen an organization’s information. Formats like PDF, JPEG, PNG etc. Implementing security protocols 5. Considerations when planning for digitization 1. b) Easy access: Since digital document systems are centrally configured and managed, required documents can be accessed immediately. If your employees are spending a significant amount of time (sometimes, even hours!) 4 0 obj While digitization is more about systems of record and, increasingly systems of engagement, digitalization is about systems of engagement and systems of insight, leveraging digitized data and processes. Though many organizations still depend on paper-based record keeping, surely there are a lot of challenges with that, such as the following. Papyrus was a firm and ancient writing scroll; the word paper is derived from papyrus. The term digitization refers to “the action or process of digitizing; the conversion of analogue data (esp. j) Easy movement: Moving from an old office to a new one or sharing documents between multiple locations is much easier and faster with digitized documents compared to a paper-based system. https://sarangsoft.com/company/contact-us, https://www.coralfusion.com/digitization.html, How to Move Images with Arrow Keys in a Windows WPF App, Why Backup Data and How to Backup on Windows – A Simple Solution, How to Create a Folder Accessible to only a Specific User (Data Backup User), How to Handle Ransomware Threat: Be Cautious and Backup Data, Why use Optical Character Recognition in Various Scenarios, Importance of Electronic Document Management System, Disadvantages / Challenges of maintaining paper documents, Dependency on paper-based Record Management, How digital documents help with Record Management, Finding digital documents using markers or “tags”, Paperwork becomes a major overhead / cost for the organization. How digital documents help with Record Management land records in bangladesh the costs and benefits of digitization of land records via simplified application process dr sultan hafeez rahman, executive director, brac institute of governance and development (bigd), brac university sumaiya kabir talukder, research assistant, brac institute of governance and development (bigd), brac university The advantages of digitization are many. Digitization will provide better ordering for searching and retrieval, permit validity checks for data quality, research, and especially decision support. By contrast, 20-year old computer documents in some cases cannot be accessed due to various technical issues. Here are the advantages of a digitized document management system: Otherwise, is it OK to send you an email to the email ID you have specified in your comment? So colleges and schools are adopting more hassle-free computerized methods and avoiding the old manual methods of maintaining the records. I belong to the same industry click here to know to abut me-http://www.securus.co.in/service-detail/document-digitization-services, Your email address will not be published. It helps retrieve any document during audits etc. ?�7�q����Dp����嬩�k���Q�W%1�^�����u R��;x��!����fdy��d�$4�5�+�gs>�Fs�H*D)c�J����e�f�����y$�Sr:��Ë�7S2����s���+�ߝ��ƞ�J��8��x�uJ�H(��w�Y� �:v0x?�Lu���ͣ��T��࠮�쀨v4:�-��RZ�}��0{�����b�Kp��(���uA>�w#S>�x��AMl��X$��y_��G\[�*��Z���-ڎ�sh�V�r�ѷ�#xJ��V��2�Wo+Nq��V3�E�c�.��ً�q�� ��&���&s�I��bqq�c��w���o�*���m�� '՜? And if the digital version is stored in “cloud”, it’s there always. If it’s about scanning technology, the quality of scanning is improving, different scanning resolutions are available, the speed of scanning is higher now, you can scan both 1- and 2-sided pages, scanners for various sizes are available (including handheld lightweight scanners), and so on. The scanning / digitizing equipment selection depends on the type of documents. Creating audit trails 4. Gone are the days when you had to open your filing cabinet and look for files left, right and center. Advantages and Disadvantages of Digitalization 1Introduction 1What is actually digitalization?. This topic is a part of a bigger domain – Record Management. One of the advantages of digitization is the ability to search for an item electronically. Abstract The Kenya National Archives was established in 1965 … This allows you to get your archive fully digitized and squared away asap, so you can reap the benefits of a paperless record-keeping system. On the other hand, the time saving leads to higher efficiency, which reduces manpower cost and increased customer satisfaction. 2 0 obj thank you. Plz respond as I’m looking to construct my own blog and would like to know where u got this from. Nowadays, speed of communication being primary requirement of any organization, no one can depend on slow and inefficient paper-based record maintenance. Digitization projects fail or achieve limited results where the original paper records are poorly organised and international standards for digitization are not recognized. b) Legal compliance: In some scenarios, such as application for processing of a loan, selling of business / property etc., signed paperwork is often a requirement. Also, natural calamities / disasters (cyclone, flood, storm, earth quake etc.) Digitizing paper documents do help in many ways. Though tagging is helpful in document retrieval, it’s time consuming to tag every document. 3. Can you please go to our website’s Contact Us page (https://sarangsoft.com/company/contact-us), fill out the online form, and send us your requirements? Know more https://www.coralfusion.com/digitization.html. Many records, due to lack of proper record management, are removed / destroyed. In today’s electronic era, it’s not practical to rely entirely on a slow and inefficient paper-based record management system. Keeping the records of students and maintaining their attendance and roll number is a big headache, that too when the students are outnumbering the administrative heads. We have so far found that digipaper is able to meet most customers’ needs, but still at times we are asked to make some customization / enhancements for specific scenarios. Future of the Record Management system Digital records stored with appropriate metadata facilitates a more dynamic interaction such as allowing users to take advantage of text-searchable fields, quickly organize records based on similar characteristics a, or apply policies/rules to an entire records group. | Find, read and cite all the research you need on ResearchGate Also, digital documents are easily backed up. Not sure we understand your second question (what kind of technical development have been applied over the year”). digipaper helps build a hierarchical archive of digital documents, so that documents are saved / placed under appropriate categories along with applicable “tags” (optional) for each document. However, in course of time, technology has advanced and there are new ways of using it. <>/ExtGState<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/Annots[ 23 0 R] /MediaBox[ 0 0 612 792] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>> Tagging each document is additional work for sure, but it’s a pre-payment to reap the benefits later on — every time it is used. One of the important points about record management is to mark the records / documents in a way that makes it easy to identify later on. For last few centuries, businesses have been following a mostly paper-based document management system. Comments are closed. Ours is a central govt. are accepted and supported as standard worldwide, and those will be usable for many years. Office workers waste time on misplaced paperwork. However, as number of documents grow, you have a pile of electronic documents that are largely indistinguishable from each other. Hi, This document also covers the scanning of records where the resultant images will become digital surrogates with the original paper records being retained and remaining the legal public record. Once the documents are properly digitized, the paper versions can be stored away at some remote facility (or sometimes can even be shredded / destroyed). 1 0 obj Although embroidery has some limitations, that’s why it cannot be printed clearly on the fabric such as small details, small letters, or color gradients are sometimes hard to reproduce entirely in the thread. In a digital document system, contents can be located within seconds via built-in search options. 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