Digitization for better document preservation

As document imaging technologies become more advanced, organizations are increasingly converting paper files to a digital format to ensure better organization and preservation. Paperless initiatives can minimize the risks of losing or misplacing important documents, which can impact processes and research capabilities.

Business 2 Community contributor Michael Neubarth explained that document imaging tools are continually improving speed and quality of conversion, enabling firms to ensure higher business productivity while saving costs. In a recent report, Kevin Craine, managing director of Craine Communications Group, explained that document scanning technologies have become easier to use as well as more affordable for organizations. Of 493 organizations he surveyed, 60 percent reported already having positive payback from document capture solutions within the first 18 months of deployment. Neubarth explained that digitization makes documents more accessible, saving labor, space and time. Intelligent capture capabilities improve workflow by tagging specific information so that it can be routed for specific business processes and more easily accessible. Additionally, these tools are able to detect and eliminate blank pages and ensure improved document quality. 

Saving space and information
Shelbyville News reported that Shelby County recently devised a digitization strategy for approximately 30 million public records. Commissioners President Kevin Nigh told the source that digitizing decades’ worth of records will save a considerable amount of storage space. He estimated that keeping these files in paper form could require 6,000 boxes that would fill 15 10-by-10 foot rooms top to bottom. Whereas previously, Superior Court Judge David Riggins explained that 7 million documents were held in a temporary courtroom, digitization will create more usable building space.

The digital system will also allow county officials to more quickly locate documents while preserving them from damage, which will be particularly important for files such as felony records, which must be kept for 55 years. Prior to the conversion process, damaged paper records stored at the former county space were reviewed by officials and determined whether they should be discarded or digitally preserved. This process will not only cover court records, but land surveys, property transfers and mortgages as well. Riggins’ long-term goal is to convert the thousands of judgments bound in book format to an electronic format, and eventually, make certain legal documentation publicly accessible for e-filing.

Conversion services, which are becoming increasingly sophisticated and cost-effective, can allow organizations better governance of important documentation while ensuring it is securely maintained and easily accessible.

Brought to you by Image One Corporation providing complete information governance since 1994.