Document Organization & Digitization
In the context of digital transformation taking place strongly in every field, documents and data are regarded as an important asset of every organization, enterprise, and state agency. However, most records and documents today still exist as scattered paper files that are hard to look up, take up storage space, and carry many risks of loss and damage.
The Document Arrangement & Digitization solution is built to support agencies, organizations, and enterprises in standardizing, classifying, arranging, digitizing, and centrally managing all records and documents through a professional process, meeting requirements for archiving, data exploitation, information management, and digital transformation.
The solution converts traditional document repositories into smart digital data repositories, creating a foundation for connecting, sharing, and exploiting data to serve management, administration, and decision-making.
Implementation Scope
The Document Arrangement & Digitization solution is built to support agencies, organizations, and enterprises in standardizing, classifying, arranging, digitizing, and centrally managing all records and documents through a professional process, meeting requirements for archiving, data exploitation, information management, and digital transformation.
The solution converts traditional document repositories into smart digital data repositories, creating a foundation for connecting, sharing, and exploiting data to serve management, administration, and decision-making.
Implementation Scope
- Survey and assessment of the current state of documents
- Survey the current state of the records and document repository.
- Assess the volume, condition, and quality of documents.
- Analyze the document structure by business domain.
- Develop a suitable arrangement and digitization plan.
Document Arrangement
- Collect and classify records.
- Arrange documents in accordance with archival professional principles.
- Determine the value of documents.
- Compile complete records.
- Number records and prepare record catalogs.
- Build a database for records management.
- Finalize archival records in accordance with current regulations.
Document Digitization
- Scan documents using specialized scanning systems.
- Convert paper documents into electronic data.
- Standardize digital data formats.
- Advanced image processing to improve document quality.
- Optical character recognition (OCR).
- Convert documents into searchable data.
- Attach metadata to each record and document.
Building the Digital Database
- Build a centralized electronic data repository.
- Organize data in a scientific structure.
- Manage the record lifecycle.
- Establish access permission mechanisms.
- Integrate smart search tools.
- Connect with existing management systems.
Deploying the Electronic Document Management System
- Document Management System (DMS).
- Centralized electronic storage system.
- Manage digital records by category.
- Document version management.
- Access and edit history management.
- Search and exploit data by multiple criteria.
- Permission management and data security.
Applied Technologies
The solution is built on the foundation of modern technologies:
- High-speed document digitization technology.
- OCR for Vietnamese and multilingual text recognition.
- AI for automatic document recognition and classification.
- Machine Learning to support data extraction.
- Big Data for large-scale data management.
- Cloud Computing and Hybrid Cloud.
- Centralized and distributed storage systems.
- Data encryption and security technology.
- Digital signatures and electronic authentication.
- APIs for data interoperability.
In the next phase, the Document Arrangement & Digitization solution will continue to be developed toward a Smart Digital Archive, applying Artificial Intelligence (AI) to automatically classify, recognize, extract, and exploit data, while connecting with enterprise management platforms, digital government, and the national data ecosystem, creating a digital data foundation to serve the development of the digital economy and digital society.