Tag Archive: paper Preservation Services

Document Digitization: protect and maximise the value of your data

Digitization has three primary objectives: first, to preserve and protect irreplaceable originals from loss or excessive handling; second, to make the information contained within them available to a much wider audience; third, to combine information from several documents to form a composite data archive.

To ensure effective digitization it is vital to understand how the digitized material will be used and what benefits they need to deliver. This is defined at the process scoping phase with a close eye on the whole life of the digitized documents, including integration with the over-arching data ad IT strategy.

The digitization process is based on the document types (scanned images, manuscripts, etc), the volume of documents (large-scale digitization, selective digitization) and the core objectives which the digitized versions need to deliver. This process should adhere to quality control and evaluation standards to ensure the long-term life of the digitization.

Steps include:

  • Selection & assessment of documents based on the clearly defined objectives
  • Prioritization & preparation of documents for digitization
  • Meta-data collection
  • Digitization of documents
  • Updating of digital records to repositories.

Prior to digitization it is important to consider how the documents will be indexed, stored and accessed by users. To this end it is essential to capture clear, comprehensive and detailed meta-data as part of the archive scope, architecture and creation.
Meta-data creation should consider and define all the relevant document attributes. It should be in accordance with the technical standards and user community defined guidelines to ensure long-term access of digitized documents.

SBL supports organizations to define and implement digitization processes. For more than a decade SBL has digitized billions of records for Government departments, Libraries and for Publishers. SBL’s ability to digitize multilingual records from different formats (including age-old manuscripts, microfilm, images) has added value to numerous international companies and organisations.

Share on

Digitization & Archival of Documents

Importance of planning digitization & archival process.

It’s true that digitization of records helps organizations in reducing/eliminating the amount of paper documents handled and increase the life of critical records/documents which helps in decision making.

Organizations so often decide to digitize the records without giving any thought to the issues that need to be considered/addressed before the digitization process.With over 10 years of experience in
digitizing millions of record, SBL takes a small step to run across the major items need to be considered while digitizing the records.

Define the targeted end result through digitizing the records

  • Disaster recovery through digital archival
  • Improved access through better search and retrieval
  • Reduce the cost in preserving the documents & saving shelf space
  • Improved & streamlined work flow

Define the access to the documents

  • Who will access the document
  • How often the records will be accessed
  • How will the user access the document
  • How many users will access the documents
  • Geographic locations where the access need to be provided

Plan Digitization budget – including the following

  • Document preparation
  • Document scanning / image capturing
  • The archival management software budget/DMS Software
  • Indexing the document
  • Hardware and software implementation & maintenance
    • – Document Experts

Apart from these the organization need to define the point of contacts- Defining the point of contactfor digitization & migration process, and the infrastructure for storage and backup of digitized documents.

Click to know more about
SBL’s capability in Digitization and Archival management

Share on