Technical material on digitisation

Preparing the project

We also undertake the development, uploading and ongoing updating of the digital archive in accordance with the regulated workflows and legal requirements and possibilities.

In order to start the tasks, it is necessary to define the goal, that the organisation intends to achieve by implementing digitisation.

Before starting any work, the organisation must answer the following questions, among others:

• What changes to regulations, organisational and working procedures are needed to start the work?
• What types of documents and media should be digitised to reduce the burden of high volume document handling? 
• What possible IT strategic developments are needed to make the digital archive operational? 
• Which requirements must be met when implementing digitisation?

The DWS expert will endeavour to ensure that, in addition to the ongoing and approving consultations with the Client, the creation of the digital archive does not involve a large workload, in addition to the training of its employees in the use of the system. To this end, our company follows the principle of a gradual introduction, whereby the archive management does not represent a major burden in the daily administration of the employees' daily work.

A scanning (cf: digitisation, electronic document processing), it is necessary to agree on the structure of the digital repository in your organisation (e.g. it should be in accordance with the organisational system of the Records Management Code or follow the chronological order of the creation of activities and processes). Once this question is clarified, it is necessary to define precisely, for each type of document, the data (metadata) that should be included in the index file, which is essential for retrieval. 

Processing location and data security

Before starting the digitisation process, the customer must define the type of documents and data media to be protected. In case the legal regulations (Data Management Acts, Government Supervisory Bodies Regulations and the Data Management Regulations, etc.) allow it, our company will use the appropriate Encryption Rules will provide a digitisation site that can accommodate multiple high-performance scanners and the associated computing and human resources. On-site processing is more efficient and economical than installing the necessary processing equipment at the document storage site. Before processing starts, the circumstances and needs are assessed. 

Shipping

If the scanning takes place at DWS's facility (i.e., it must be transported by vehicle from its current storage location), our company will transport the documents for processing in a locked light truck, based on our practice of transporting money and securities, Take-over Record is done on a form, broken down by case. This process is important because the documents can be returned to their original storage location or to the payroll in a controlled form. 

Preparing to scan

The processing process is carried out according to the Client's requirements, according to a pre-agreed process:

• Extract file from folder, extract documents from genotherm
• Unstapling (Removing the staples that hold the document together, in such a way that the document is not damaged.)
• According to our partner's requirements, scanning can be done in the original order of the documents, or DWS sorting and sorting can be performed.
• Barcoding of documents: each document is assigned a unique identification barcode sticker, which ensures automatic identification during processing, separation between files and assignment of captured data to image files. 
• Separation: there are organisations where it is inappropriate or prohibited to make any external changes to the file that may distort the information on the original file, so printing or barcoding of documents is not an option. A unique identifier in printed form must, however, be affixed to the document to be electronically processed for reasons of scan recognition and retrieval. For such cases, our company has separator identification sheets can solve the unique recognition and retrieval of documents in the electronic archives The separator sheets physically separate the different documents from each other during the scanning process. A separator sheet is a document attached to the original document for its electronic identification, which bears the unique identifier of the document.

Scanning 

The file, together with the unique identifier assigned to it, is transferred to the scanning workstation. Processing with high performance industrial scanners is done by feeding multiple documents into the scanner's sheet feeder. The scanner recognises the barcodes (unique identifiers per case file), while the software generates separate image files. 

We can also digitise documents in poor condition, special or large formats that cannot be opened (A0 Paus drawings), and even process bound (book-like) documents. These operations basically involve the same work, except that high-speed scanning is replaced by page-by-page loading and rotation in a flatbed. In order to preserve book-bound documents, hand-held scanners can be used. This processing method, of course, requires much more manpower and labour.

Order back

At the end of the scanning process, the documents must be packed in archival unit boxes, in their original order, and rescanned according to the client's needs. The processed documents shall be stapled together in their original condition and packed in a single box for archiving or return.

In the case of storage in our company's archives, documents are recorded in the archives on the basis of unique identifiers (barcodes), with the identifiers of the storage box and the storage location (file, box, cabinet, rack, shelf identifiers). This ensures that the document searched for and identified in the electronic archives can be retrieved quickly and efficiently on paper.

Return to

In the event that documents are returned, the Transfer Transfer Transfer Forms can be used to check which documents are returned to their original storage location. The same rules apply to the return of documents as to their delivery or removal.

Data processing (data capture and OCR)

During manual data capture, pre-defined meta-data are recorded in the fields provided, either according to the specific criteria on the file or according to the captions on the storage unit of the file, next to the image file. The unique identification barcode is automatically recognised and assigned. 

Our DocIT system has integrated full text searching functionality. Full text retrieval is the additional tool that allows you to search for words anywhere in the text of an archived, digitised document, in addition to the traditional search options. Just remember a single word and the corresponding document is in front of the user within seconds.

Processing control

To check processing, we provide access to our docIT system with a temporary account. Our partners can also perform data capture and structuring activities in the software before data export. The verification process allows you to test the electronic filing system, i.e. the docIT system, before deciding on its final use.

DWS Digital has recognised the growing need for companies to digitise paper documents and make them instantly accessible and retrievable. This is because businesses are finding it difficult to store and manage paper documents, and more and more people are working From your workplace away or even from home. In today's knowledge-based world, the only solution is to digitise documents using the most advanced technologies. This allows you to retrieve documents that are important to the life of your business in minutes. 

There are four main areas where digitisation can bring benefits:

1. Increasing the efficiency of internal operations
2. Improving customer reach
3. For digitisation embedded in products and services 
4. By creating new business models, developing companies.

Digitisation in the first two areas is a prerequisite for staying competitive, without which there is a strong cost disadvantage.

Fast retrieval, multiple access to documents

Storing documents in electronic form also makes it possible for many users, up to several hundred at a time, to access these documents with the appropriate authorisation, provided of course that they have the right to do so. This requires the use of document management and archiving software, the advantage of which is that, in addition to the documents stored, data relating to them can also be recorded in the system. However good a record a company may have of its own documents, be it a simple filing book, or even a filing program, Excel list, etc., none of these can be as efficient as storing documents in electronic form.

For the efficient operation of a document management system, it is advisable to record in the system archival documents that have been created previously and are still needed for operational purposes. However, in most operating businesses, the necessary physical and human resources are generally not available, and it is much more costly for the company to commit its own resources and manpower to these tasks. 

In addition, using digitisation as a service can be a much more cost-effective solution (accountable).

• To process unorganised archives: do you want to organise and retrieve your documents? Don't bother organising your paper documents! Our processing know-how and technology can help you organise even disorganised, chaotic documents into structured, retrievable electronic archives. During processing, we also assign storage parameters to the documents, so that if the paper document is still needed, its exact location can be determined and the document can be quickly retrieved physically, thus making the unorganised document volume transparent.
• Electronic filing and data processing, data capture and structuring also works for electronically available documents. You upload your documents, which may be text files or documents that have already been digitised, into the electronic filing system. OCR technology allows you to search documents by free text search 
• Company buy-out electronic archives have several advantages. It helps to make available the documents needed for the due diligence of the company. The solution ensures that the transfer of documents and data is fully documented. An additional advantage is that in case of warranty issues that may arise later, the documentary evidence remains available to all interested parties.
• Electronic archives instead of physical archives: The benefits are efficient working, fast retrieval, faster service to customers. With certified copies (digitisation and electronic storage, archiving, authenticated by electronic signature and time stamp), paper-based document storage, filing cabinets can be charged (for specific document types) - competitive with low-cost wage storage, but significant cost savings can be achieved by freeing up storage space for operational documents stored in an office environment. A document authenticated by a certified electronic signature is a private document with full evidential value. In certain cases, the digitised authenticated document can be destroyed.

The electronic authentication procedures (digital signature, time stamp) that are already in place and can be used in practice allow digitised documents to be treated as a full document. In addition, the digital archive will significantly reduce the physical archiving tasks and processes, as the original paper medium will only be needed in the rarest cases in the future. 

• Document management due to GDPR regulation: The Regulation on the protection of personal data and on the free movement of such data, also known as the General Data Protection Regulation (GDPR), adopted by the European Union and the Council, entered into force on 25 May 2018. The regulation requires most businesses to exercise extreme care with regard to the personal data they collect and store, unlike before. Sensitive data requires special care, but in many cases even the discovery of sensitive data is difficult, and our digitisation service can help with this. By digitising and extracting data from archived documents, sensitive data can be easily identified and, once processed, subjected to a standardised process.

Increasing efficiency, a few statistics

The budget of companies increases by 10-15 % per year, and the amount of information doubles every 3-5 years. It takes 7 minutes to retrieve a document, take it out, put it back in, if you do it manually it costs 60-70 HUF, electronically it costs a tenth of that. Every organisation experiences document loss, which can often be critical and costly. Loss of documents is also considered to occur when a document is in the office or in the archives but cannot be retrieved (no records, documents are disorganised). According to the statistics, the costs of document management are divided as follows: 70% labour, 20% storage space, 10% equipment.

Today, the average company employs 7% of its employees in management, 42% in production and 51% in administration. 20% of the administrative workforce's working time is spent on improductive work, 50% on productive work and 30% on information acquisition. Digitisation can reduce the time spent on searching by 50-70% and the time spent on moving documents by 90%. If we extrapolate this to the whole company structure, digitisation can still achieve efficiency gains of 10-30%, which is still significant in relation to the size of the investment. 

The figures show that the cost of the investment can be recouped in as little as a year, and the savings will increase profitability overall. Combining the investment with organisational improvements can double the savings, which is already a reengineering exercise.

Quality improvement

In addition to efficiency, another very important effect is the improvement of quality indicators, such as:

• Service to partners is speeded up and turnaround times are reduced;
• Business processes are more streamlined, with the same flow of cases;
• The processes are fully documented;
• The activities of the people working in the office can be continuously monitored and accurately documented;
• Simpler governance, more transparent and structured organisation;
• Figures and indicators provide an up-to-date reflection of operations for management.