They reduce the space and storage needs, favor the conservation and distribution of information … Discover everything that document digitization offers you .
There are many of us who still find the picture of an old library with shelves crammed with books idyllic. However, this system of preserving and organizing information has some drawbacks that can be remedied with a procedure that has become indispensable in any company or institution: the digitization of documents. Do you know what its benefits are?
Lack of space, deterioration of traditional media – especially paper or audio and video tapes – by agents such as moisture, dust or mites; Difficulties in locating a certain book… Any of these situations is a constant for those who work in archives or libraries. Fortunately, digitization helps to curb these problems.
In addition, it is a simple process that does not require a large investment in technology: simply transfer a document in traditional (analog) format to a medium accessible from a computer or mobile device. The most common procedure consists of scanning documents and transforming them into digitized information, either in the form of text or images, making it available to any individual, company or institution.
Although there are many advantages that digitization brings , we want to highlight the following. Take note!
- It ensures the preservation of information for life, keeping it safe from deterioration due to environmental factors and accidents, or due to the use and manipulation of documents.
- They reduce the need for storage space. Who was going to tell us just a few years ago that a 128GB SD card could store up to 57,000 digital photos? You just have to ask yourself the following question: how many albums would we need to contain the same amount in analog format that would fit in a 7.6 cm 2 piece of plastic ?
- Easily editable documents are obtained. The files obtained after the digitization process can be modified and stored in different formats, such as .docx or .pdf.
- It allows restricting access to information. Thanks to digitization, we can limit the possibility of consulting documents to authorized persons, which increases the level of security. Likewise, different degrees of privacy of the documents can also be established, depending on the profile of each user.
- … And make simultaneous consultations. Each document can be read at the same time by a large number of people, without the need to diversify to edit or print more paper copies.
- Avoid commuting. Why move to a certain place when information can be accessed in one click? It is enough to have a computer, a mobile or a tablet at hand to save time in searches and transfers.
- Facilitates the distribution of content. All the documents, or a part, can be sent by e-mail or other electronic transmission systems, immediately and without the need to send physical copies.
- It speeds up the creation of backup copies of documents , avoiding the deterioration of the originals, as well as the possibilities of theft or loss due to fire, flood or vandalism.
- They can be printed at any time and printer , thus obtaining exact copies of the original.
- Improve the reputation of companies. The absence of papers gives a more modern image of the company. It also reinforces its commitment to preserving the environment, by helping to limit the felling of trees.
