5 Key Challenges Businesses Face When Digitizing Paper-Based Data
Why Do Businesses Need to Digitize Their Data?
The demand for data digitization is rapidly growing. According to the General Statistics Office of Vietnam, by the end of 2020, there were approximately 700,000 active businesses in the country, with over 90% being traditional enterprises or state-owned organizations. Most of these businesses still rely heavily on paper documents to record essential business information, such as invoices, receipts, contracts, and other forms of documentation. Industries with particularly high digitization needs, such as finance, banking, insurance, and healthcare, must process and store millions of paper documents each year.
The continued use of paper records presents multiple challenges. It takes up valuable storage space and directly impacts operational efficiency. A study by IDC revealed that employees spend an average of 2.5 hours per day searching for information in paper-based documents. Moreover, relying on physical documents makes it difficult to update, analyze, share, and safeguard information. These limitations lead to inefficiencies and a lack of transparency, ultimately reducing a company's ability to compete and innovate.
Digitizing data is a crucial step toward leveraging the power of big data in business operations. By converting paper records into digital formats, businesses can save storage space, enhance information security, improve data management transparency, and unlock the potential for advanced data analysis and data-driven decision-making.
Challenges in Data Digitization
While digitizing data brings numerous benefits, the process itself is far from simple. Businesses must overcome several key challenges, including:
Storage Space
Digitizing data requires businesses to temporarily store physical documents before they are converted into digital formats. This can take up valuable office space and may even pose risks such as fire hazards or weather-related damage. Therefore, companies must find a safe and convenient storage solution for their paper documents during the digitization process.
Document Integrity
Maintaining the integrity of paper documents is essential during digitization. Documents must be free from tears, wrinkles, smudges, or missing pages to ensure accurate digital conversion. This demands careful handling and strict oversight from staff. Additionally, businesses must comply with legal regulations regarding the retention and disposal of paper documents after digitization.
Data Loss
There is also the risk of data loss due to human error during manual data entry or poor-quality original documents. Such issues can compromise the accuracy and transparency of the digitized data. To mitigate this, businesses should thoroughly review and verify all information post-digitization and leverage data entry tools or automation technologies to minimize input errors.
Time-Consuming and Labor-Intensive
Manual data entry is repetitive and time-consuming. On average, an employee can input only around 1,000 characters per hour, while a single document page may contain several thousand characters. As a result, manual data entry requires businesses to hire multiple staff members and dedicate a significant amount of working time to the task.
Lack of Accuracy and Security
Manual data entry is also prone to human errors caused by oversight or misinterpretation. Additionally, it presents security risks, as physical documents may be lost, copied, or exposed to unauthorized third parties. Therefore, manual entry methods do not guarantee the accuracy or safety of sensitive business information.
OCR Studio: A Smart Solution for Data Digitization
To overcome the limitations of manual data entry, businesses should adopt a cost-effective and efficient technology-driven solution for digitization. One such solution is OCR Studio, currently the most advanced Vietnamese handwriting recognition technology available. OCR Studio helps businesses streamline the digitization process, reduce labor costs, improve accuracy, and enhance information security.
What is OCR Studio?
OCR Studio is a web-based application that enables businesses to quickly and accurately recognize Vietnamese handwriting from physical documents. Leveraging artificial intelligence (AI) technology, OCR Studio analyzes and extracts information from paper-based documents, including handwritten text, printed text, symbols, charts, and images. It is capable of processing a wide range of document types, such as invoices, receipts, contracts, certificates, and personal identification papers.
Key Features of OCR Studio
Vietnamese Handwriting Recognition: OCR Studio can accurately identify Vietnamese handwriting, even when the writing is unclear, unstandardized, or contains spelling errors. This makes it highly effective for handling real-world documents that often vary in quality.
Support for Various Document Types: OCR Studio can process nearly all types of physical documents, from business records to personal files. In addition to text, it can recognize symbols, charts, diagrams, and other embedded elements within the document.
Data Extraction and Export: OCR Studio can extract data from paper documents and convert it into various digital formats, such as Excel, Word, PDF, or CSV. It also allows users to review, edit, and verify the extracted information to ensure accuracy.
Secure Data Storage and Management: OCR Studio provides businesses with a secure and convenient data storage platform. Companies can store both physical and digitized documents within the system, while also managing, retrieving, and sharing information with ease.
What Makes OCR Studio Stand Out from Other Data Digitization Solutions?
OCR Studio có nhiều ưu điểm so với các giải pháp số hóa dữ liệu khác, như:
High Accuracy and Speed: OCR Studio can accurately recognize Vietnamese handwriting and extract data from a page in just 3 to 5 seconds. This significantly reduces the time and effort required compared to manual data entry, helping businesses improve productivity and efficiency.
User-Friendly and Flexible: As a web-based application, OCR Studio only requires an internet connection and a device with a camera to operate. It also allows businesses to customize recognition, extraction, and export settings based on their specific needs—making it easy to integrate into existing workflows.
Cost-Effective and Secure: OCR Studio is affordably priced and suitable for businesses of all sizes. The platform is designed with enterprise-grade security, ensuring that your data is safe and confidential. OCR Studio does not store or share data with any third parties without the explicit consent of the business.
Conclusion
In this article, we introduced OCR Studio, the most accurate Vietnamese handwriting recognition solution, designed to help businesses digitize data efficiently and cost-effectively. With its advanced technology, ease of use, and strong security features, OCR Studio is the ideal choice for organizations looking to process large volumes of paper-based documents.
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Smart Solutions – Your Digital Transformation Ecosystem
Digital Transformation Division – GMO-Z.com RUNSYSTEM
Website: https://ssolutions.vn/
Hotline: 097 583 0096
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