Digitize Handwritten Paper Documents And Images With Data Room

The transition to electronic documents and data is the basis for the digital transformation of business and government, ensuring interaction between society and the state within the digital economy.

Digitizing Complex Documents and Image Collections with the data room

By analyzing all the information that can be included in a family archive based on a modern computer, we can divide all information into initially digital and digitized. The former includes digital photographs, e-mail, articles, and information posted on the web. The second is originally analog, such as recordings from videotapes, paper photographs, handwritten letters, scanned documents, and images.

Digitization of papers leads to the generation of complex documents that consist of several images. An example is a photograph with a commemorative inscription on the back, the digitization of which generates a pair of linked images, which, if this link is broken, lose their meaning. The same happens when digitizing handwritten letters.

The market forces us to constantly develop and practically in every project to change the existing approaches to reduce the cost of services and, accordingly, the costs of the customer. For example, we have long wanted to expand the list of works that can be performed on the customer’s site, as this would ensure the highest level of information security and give confidence in the preservation of commercial secrets.

A digitized agreement with the obligatory indexing of essential fields (date, number, participants, subject of the agreement, cost, etc.) allows you to find scans of a specific document with seals in a matter of minutes, and, if necessary, will also tell you exactly where the original is located in the archives. In addition, electronic copies are secure, paper contracts are easier to lose, burn, wet, and the scans will remain in the system.

How to Digitize Paper Documents with the Virtual Data Room?

The government and businesses are faced with the task of filling registers and information systems with the necessary information, data, information in order to automate, accelerate, simplify interaction, implement analytics and forecasting, while simultaneously excluding human labor and the human factor from these processes.

There are the following steps for digitizing the handwritten documents and images with the data room:

  • selection of samples for digitization;
  • assessment of quality and the need for improvement;
  • drawing up requirements for the result;
  • post-processing planning;
  • preparation of metadata (description, processing parameters);
  • preparation of data for bibliographic and archival accounting.

Next, by using the virtual data room, you need to group the documents included in each of the types of documentation for general management schemes. This will reduce the number of document flow patterns, as well as define general rules for documents with similar flow patterns. To group documents according to control schemes, you must first determine how to work with each of these documents. There is a kind of recursion in this – going through a step-by-step process to create a plan, which is essentially a step-by-step process. 

The main job of the project manager is to manage the unexpected. The planning concept, by its very nature, is designed to reduce and manage surprises. Most project managers would agree that project documentation, as part of the planning process, plays a central role in strategically developing the final plan and effectively communicating project progress and status changes to all stakeholders. Moreover, the project document management method determines the effectiveness of the project manager.