Technically, the term digitization means conversion of various types and formats of information like text, audio, images, drawings and videos, into a single binary code. It represents the capturing of analog signals in digital format. Digitization is the only process that facilitates fast transmission, processing and easy storage of these objects with the help of computers. Digitization may be preceded by either scanning directly from an original two dimensional analog such as photos, forms, hand written documents etc., or by capturing them as images from digital camera or CAT scanners etc.

1. Is Managing Documents Giving
You a Tough Time??
Count upon us
For a pleasant change

2. Direct Problems With Hard Copies
• Misplacement
• Disarrangement
• Searching
• Segregation
• Sharing
• Collaboration

3. Allied Problems With Hard Copies
• Poor quality of papers
• Delivery and postal problems
• No scope of concurrent/ simultaneous usage
• Access cannot be restricted
• Document security problems

4. Solutions??
Hard Copy
Soft Copies
Copy
Proper
Recording and
Indexing
Proper Storage
in a DMS or
drives

5. Digitization and DMS
SCANNING OF….
Government Data
Note Sheet
Files
Receipts
Business Cards
Proposals
Invoices
STORAGE IN A DMS…..
Better Search
Better Indexing
Document Collaboration
Concurrent Usage
Fast electronic Mailing
Access Control

6. Digitization Benefits
Problems
(Pre-Digitization)
Solutions
(Post Digitization)
Disorganized Documents Organized Documents
Hard Copy System Paperless Office
Manual Document Sorting Automatic Indexing
Time consuming Search Fast Retrieval

7. Benefits of DMS
• Facilitates e-governance
• Document handling
• Collaboration amongst various branches
• Tight security
• Document linking and mailing
• All documents in one repository
• Easy archival easy retrieval

8. Benefits of
• Facilitates automation of document workflow
• Web based and accessible from all device,
platform and location
• Collaboration amongst various departments
• Role based access control
• faster sharing through linking and mailing
• Versioning and audit log
• Fast search

9. Thank You!

10. Thank You!