Document storage space in agencies and organizations poses a big problem for current storage issues

Why should digitalization of documents and documents be made?

The establishment of e-government in Vietnam has significant impacts on the way and working methods of agencies and organizations. Instead of issuing documents and paper documents, agencies and organizations switched to using electronic documents and documents. Especially after the Law on Electronic Transactions, the Law on Information Technology, the Law on Archives ... and many other by-laws documents recognize the value of documents, electronic documents and digital signatures. It can be said that electronic documents and documents were born as an indispensable result of e-government.

ADVANTAGES ADVANTAGES TO MAXIMIZE THE PRODUCTIVITY

With outstanding advantages such as: easy and quick transfer; save storage area ..., documents, electronic documents gradually replace traditional documents. However, in the view of many researchers, traditional documents and documents were never completely replaced. For agencies and organizations using electronic documents and documents and the online document management and administration system, important documents and documents related to human resources and land finance or contain state secrets still in paper form. Many agencies and organizations still use 100% of documents and paper documents and then digitize them for updating, managing them with a document management system and managing jobs online. It was in the archives stage, but in the archiving stage, many survey results showed that the majority of documents handed in to archives were still in paper form. Therefore, it can be affirmed that the documents and paper documents at the archives and archives stage of the agencies still dominate. There were times when the "paper storm" attacked workspaces, storage, management, and information retrieval became difficult, took more time, directly impacting performance. .

 

 

 

Digitizing documents is becoming an inevitable trend

Facing such a reality, what do agencies and organizations have to do? One solution considered to be "savior, reducing the attack of" paper storm "is to digitize documents and documents. Agencies and organizations see the benefits of digitalization such as:

- Save space for storing documents and documents;
- Helping to store, retrieve, share, search for information easily;
- Flexibility in converting to different types of digital data
- Ability to edit and reuse data;
- A backup copy of possible risks to the paper copy;
- Reduce the physical and chemical degradation of the original documents during the process of exploitation and use.

What do we digitize documents for?

Digitize documents and documents for information technology application; to serve better, faster; to save treasure, storage space; to save paper, ink ... or just follow the movement. If this question is answered responsibly and thoroughly, then how we digitize documents, how to digitize ... no longer matters. Only when we determine the right purpose of digitization will we choose documents, technology, effective implementation methods.

(According to MSc. Nguyen Thuy Trang - Center of Science and Technology of Literature - Archive, Vietnam Journal of Archives - Vietnam No. 9/2017)