An Unconventional Intro to Cryptocurrency

  11 Frequently asked questions about digitization

Have you been wondering what the missing link is in your business, why other organizations seem to be getting ahead and fast? A good reason is that they have embraced the digital wave and are reaping the benefits. Wondering how to go about digitization for your organization? We hope you find this post answers a number of your questions.

 

1.     What does document digitization mean for my organization?

In today’s business arena organizations have developed the need to digitize their documents for two main reasons. These are, first, to safeguard their data with a digital copy to safeguard against loss in case of physical damage. The second and arguably most important reason is to streamline business processes and workflows so as to make business processes more effective and therefore more profitable. Document digitization is converting physical documents into digital data through the process of scanning and storage in form of soft copy data. This way businesses are ensured both a physical and soft copy of their documents or data.

2.     Do I need to be an IT guru to pursue this?

It may sound complicated at first but be not afraid, it is a very simple process that can be understood and undertaken easily. Only basic computer literacy is required in order to digitize and store the documents in soft copy.

3.     Do I need to purchase the digitization equipment?

Well, yes and no, it purely depends on how your organization would want to approach this process. The most common approach is for the organization to hire a company that specializes in digitization to undertake the task. The hired company usually has its own equipment, both the scanners and scanning software so as to deliver the service. Your organization would therefore not be required to purchase the equipment because once the digitization work is completed, especially for historical records, most machines are rendered redundant. Your organization will therefore be required to only purchase minimal equipment for digitizing current records as they are fed into your organization

4.     Will I need to digitize all records myself?

It is not a requirement to digitize records yourself though it is best practice to let professionals do this for your organization. Among other important reasons why, time will be saved and documents will be scanned and stored professionally, giving you time to continue your daily operations without any interruptions.

5.     How much does it cost?

The total cost depends on the total number of documents scanned, and the amount of time that is required for the digitization excersise to be completed. The best way to go with this is to negotiate a price with the provider of the digitization service that is most competitive in the market, and best suits your organization.

6.     How long does the process of digitization take?

Organizations differ in both size, longevity and amount of documentation churned per period. Simply put this means that the amount of documentation varies from organization to organization, therefore, the time taken to undertake the digitization process also differs from organization to organization.

7.     Is the process of digitization secure?

The process of digitization requires the exposure of even confidential data for it to be converted to soft copy data. This therefore raises the concern of the security of data in an organization. This is an important question to ask any service provider that you are considering. Coseke Kenya Limited safeguards the security of your organization’s data by rigorously selecting and training its staff to undertake the process in your organization with professionalism and utmost confidentiality.  Coseke Kenya Limited also has a great track record across the East African region that spans over twenty years and this is in regard to data security as well.

8.     Where is the best place to store my data?

For digitization to be undertake successfully, there must be sufficient data storage facilities. Where the data is stored varies in preference from organization to organization. There are two main data storage locations, namely on premise servers, as well as cloud servers. Whatever the preference of your organization, Coseke Kenya Limited is well equipped and experienced to advise on which data storage facility is best for your organization. Coseke Kenya Limited are distributors of both servers and cloud storage facilities.

9.     Is it a one-off or continuous process?

Digitization caters for both historical and current data, therefore the answer is two pronged. Historical data is digitized as a one-off process. This is the data which an organization would be advised to hire the services of a third party to digitize. Secondly there is the part of digitization that is continuous because new documents are produced and received every day in an organization. The organization may choose that the staff undertake this, or if it would put a strain on the daily processes in the organization, the organization may decide to hire the third party on retainer for its daily digitization needs.

10.Is there a company in Kenya that provides digitization services?

There are a number of companies that provide the service of digitization to both small and large organizations. Coseke Kenya Limited has over twenty years of experience in digitization and has served organizations in all East African countries over the period.

11.After digitization, what next?

For the organization to achieve full benefits of digitization, the next step would be to acquire an Electronic Document Management Solution (EDMS). Coseke Kenya Limited took this into consideration and developed an EDMS called C-One Cloud. This is a business automation software that is configured to serve the needs of organizations in various industries.

 

Would you like to know more about digitization? Drop us a line at sales.ke@coseke.com and we will be glad to oblige.