Digital Archive

What is Digital Archiving?

Technological advancements have provided solutions that greatly facilitate various fields, including archiving. Archiving practices, which have seen little change over centuries, have gained a whole new dimension with digital archiving.

Digital archiving is the process of digitizing paper documents or images, converting them into digital data. Digital archiving is becoming increasingly widespread, becoming an inevitable necessity, and offering significant benefits to institutions.

The standard service bureau process for digital archiving consists of the following steps:

  • Document Separation: Documents to be included in the digital archiving process are prepared for scanning. Pages that do not need scanning are set aside, while the documents to be scanned are organized to pass through the scanner smoothly.
  • Document Scanning: The organized documents are scanned using professional document scanners and transferred to the computer.
  • Image Enhancement: At this stage, algorithms are applied to enhance the quality of the scanned images.
  • Indexing: Document search and classification criteria are entered at this step. These criteria may include file number, customer name, number, document type, document count, and date.
  • Quality Control: Quality control is the most crucial stage of the digital archiving process (service bureau services). Possible errors are detected and corrected through separate quality control processes applied after scanning and indexing.
  • Transfer: The process is completed by saving the scanned, image-processed, and data-entered documents into the document archive systems.

Advantages of Digital Archiving

Digital archiving, which is rapidly becoming widespread and gaining even more importance after the pandemic period, offers many advantages to institutions and the people they serve. During the digital archiving process, documents are reviewed, sorted, and reclassified. This process also allows for the organization of physical archives. If the digital archiving process is carried out by a professional company, the same company can also provide services for the standardization of the physical archive.

Through digital archiving, all documents can be accessed in electronic format, saving time and labor. However, the benefits of digital archiving go beyond these. Digital archiving provides the following advantages to institutions and individuals:

  • Prevents Document Wear: Documents that are constantly referred to wear out over time. With digital archiving, documents that are not used outside legal obligations are preserved and do not wear out.
  • Eliminates Document Loss: Documents stored in digital archives have no risk of being lost. Through digital archiving, the possibility of losing the original documents in the physical archive is also reduced.
  • Reduces Space Occupation: With digital archiving, physical archives that will require much less space can be moved to different suitable locations. Physical archives can be stored in the best conditions at Kod-A Bilişim AŞ's digital archive center.
  • Saves Time: Digital archiving minimizes the time spent on document searches.
  • Reduces Costs: Digital archiving prevents time and labor losses, increases efficiency, and reduces costs. It also minimizes expenses for photocopies, paper, cartridges, and similar items.
  • Allows Simultaneous Access: With digital archiving, multiple people can access the same document simultaneously.
  • Authorization-Based Document Access System: Institutions do not make all documents accessible to everyone. Digital archiving allows for authorization on documents, enabling only authorized individuals to access specific documents.