As we all know, data digitization refers to converting various forms of data into digital format. The digital data you get after the necessary processing can be further used for various processes such as machine learning, data analysis, business intelligence, knowledge discovery, etc. Once records are available in digital formats, they can be edited, refined, analyzed, shared, and transformed into valuable information. The availability of the necessary information on the internet is a significant factor that helps us build a paperless world. These days, many firms offer data digitization services and document digitisation services. But are you aware of the various steps involved in digitalizing data? This blog will enrich your knowledge of how firms provide data digitization services and document digitization services. Given below are the steps followed by such firms.
1. Data Preparation
As the name implies, this process helps us understand the context of the overall digital transformation and business goals and objectives. During this process, we will get clarity on how many scanned copies are required, if there are any private data or unwanted papers you don’t want to scan, and how you will manage the entire process of scanning. It may require you to enhance images, remove clips/ other pins, etc., and make it entirely paperless.
2. Hosting Resources
As a next step, you must select all the critical resources required to implement the project, like scanners, cloud servers, workspaces, and other resources.
3. Pilot Program And Testing
During this step, we create tailor-made scripts that best fit the data in the scanned files to ensure the smooth flow of work.
4. Data Extraction (Scrapping)
Data Extraction or data capture can be defined as the process by which data is extracted from the available scanned copies of documents or PDF files. This can be done automatically too. Some of the extraction methods used by companies providing data digitization services and document digitization services are manual extraction, OCR conversion, Intelligence Character Recognition (ICR), Voice Recognition, Optical Mark Reading (OMR), Intelligent Document Recognition, etc.
5. Data Conversion
Conversion can be defined as the process of converting PDFs into textual form. This requires us to do OCR conversion that involves scripting. This is one situation where data digitalization services and document digitization services are utilized.
6. Data Cleansing
Data cleansing can be considered an outstanding practice of removing typos, duplicates, oddities, inconsistencies, missing values, irrelevant records, etc., from a similar data entry. This step of data digitization is the most critical part.
This last step helps us upload data to the repositories. This is where the data is analyzed. The process can be made easy with the help of commands or paths.
8. Refining, Archival Storage, Disposition
Once the required information is collected, it is developed, taken for archival storage, and discarded. The useless datasets are retained and kept apart from the valuable datasets.
All the above processes together help the organizations focus on the steps involved in the digitization process. This will help you have digitized data to enable digitalization and automation.