Document digitalization
Document digitization is the process by which large volumes of documents can be stored, managed and viewed in digital images in the simplest, most efficient and cost-effective way for any company.
One of the great advantages of digitizing documents is that it allows their storage on the internal disks of any computer in mass storage systems with the ease of having backups on CD-R, DVD or USB sticks that guarantee maintenance of files in optimal condition.
Currently the digitization of documents is part of the operational and administrative process of an organization, especially in the administrative areas, human resources, finance, billing, accounting, development of computer systems, legal departments, etc.
Certified Digitization
It is the technological process that allows a document on physical support to be converted into one or more electronic files that contain the coded, faithful and complete image of the document, with technological certification of integrity, availability, reliability and authenticity
"Understood as one that is done with the compliance and use of standards previously adopted by the competent bodies and by the General Archive of the Nation, in accordance with the needs of each entity or the nature of the documents and endorsed by an instance or body authorized.
It should not be understood in an exhaustive way that certified digitization necessarily implies the use of mechanisms such as digital or electronic signatures; Well, what certifies the process is not in itself a digital signature, but the use of standards in the development of the process that may or may not include digital or electronic signatures, and which can be certified by the same entity in accordance with the regulations. issued by the competent bodies or by an authorized third party "
Regarding this type of digitization, it is important to clarify that documents with secondary values (scientific, historical and cultural) cannot be replaced through this process.
Digitization for Evidence Purposes
Its objective is to replace the physical support of the documents with digital images of the same, which must be carried out in compliance with the “Protocol for the Digitization of Documents for Evidence Purposes, whose frame of reference is the authenticity of the digital document.
Advantages of Document Digitization
Greater file storage in a much smaller space than the physical one.
Economy: The cost of a photocopied image is similar to that of a digitized image, but the photocopy cannot be integrated into any intelligent digital search system and can be damaged or deteriorated more easily.
Visibility, a printed document can only be seen by one person at a time, whereas a digital image can be consulted and shared by a large number of people.
Increased productivity by facilitating access to the organization's files.
Savings on paper, copies, prints, toner and furniture to archive documents.
The files can be saved with a higher level of security, each user can have their own
password and access to files is limited to have better control of data.
Information security when applying CERTIFIED digitization or with PROBATORY PURPOSES since a document will have the same probative value as its original.
Specifically, the following services are offered:
The first is the data recognition process through our DOCUFile CAP ® digitization module which integrates ICR, OCR, OMR and CB recognition techniques (Intelligent Character Recognition, Optical Character Recognition, Optical Mark Recognition and Bar Code Recognition ). DOCUFile CAP ® allows you to specify or define within the document the areas of interest to perform the recognition, associating said area to a data field within the database manager itself (temporary database), during the recognition process the areas read are automatically converted into data, which is stored in the database tables (temporary database). The recognition process with DOCUFile CAP ® gives us a reading and recognition percentage of approximately 70%, the remaining effectiveness (30%) will be need to be corrected and validated manually.
The second is the digitization of the data by expert personnel on the digital image, we will do this for those documents where it is impossible to carry out automatic processes. The two processes will have a final step which is the verification and validation of data, this in order to ensure 100% the quality of the information captured from the document.
DOCUFile CAP ® includes the image by image data verification and validation process, with this module the result of the automated recognition process used to extract data from the document, or manual capture, is reviewed and / or verified. Data validation is the most critical and labor-intensive step within the document capture process, since through this module the correction of data that was not recognized in the previous step will be carried out, with the correction of data they are indexed all rejects that were generated in the recognition step.
In the preparation of the documents to verify their order and classification, as well as the physical characteristics (deterioration or breakage).
In the scanning process, to adjust the images to 100% sharpness and clarity, review the different
tones and colors of the document ensuring its full legibility; all depending on the type of digitization performed (conventional digitization or digitization for evidentiary purposes).
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In the indexing and coding of documents to ensure their search, consultation and exact location within the platform.