With the continuous development of technology, a series of software has been launched to make the digitalization of documents simpler and easier.

Implementing the Government's Resolution 36a on E-Government and Decision No. 714 of the Prime Minister, the state agencies are now accelerating the digitization of shared and specialized databases.

 

Application software to digitize documents, replacing traditional databases. Illustration

Speaking at the first presentation of the 2017 IT - Electronics - Telecommunications exhibition held in Ho Chi Minh City. HCM, Mr. Le Quoc Cuong, Deputy Director of the Department of Information and Communications of Ho Chi Minh City said that building a digital database to replace the traditional database is no longer a professional story of each department and enterprise. It is no small problem for each agency and enterprise to minimize costs, optimize operating processes, and increase competitiveness.

In the context of the fourth industrial revolution is bringing both opportunities and challenges, the construction of a digital database (document digitization) to replace the traditional database (archive data). hard) has become an extremely urgent and important issue not only for government but also for businesses to create competitiveness and development.

Commenting on the importance of digitizing documents in building e-government, at the meeting with IT enterprises, Mr. Tran Vinh Tuyen, Vice Chairman of Ho Chi Minh City People's Committee, also requested the Department of Information and Communications of Ho Chi Minh City to hurry. urging districts to complete the digitization of residential and land information this year and proactively invite businesses to participate in providing solutions rather than waiting for them to market. Direction already exists, but choosing the right businesses to build effective databases is an issue that management agencies must consider and select.

In fact, up to 90% of important information is presented on paper and mainly stored in the traditional method, which is stored on shelves and storage. This is causing difficulties in the search and exploitation of documents leading to affecting work results. Documents can be damaged by objective factors such as temperature, humidity, insects, mold.

Besides, the business sector also has up to 80% managing documents manually, causing cost of location and personnel to preserve documents.

Given the above-mentioned reality, the problem solving with professional document digitization solutions is being urgently posed, especially in the context that businesses are strengthening their competitiveness today.

For state agencies, implementing the Government's Resolution 36a on E-Government and the Prime Minister's Decision No. 714, the state agencies are also pushing to build a shared database. (such as population, insurance, business registration ...) and specialized database (database of environmental resources, people with merit ...).

Digitizing documents is essentially a form of converting traditional external data into a form of digital data that a computer can understand through software applications.

According to experts, the application of a database digitization solution, the time to search for records extracting birth, death, marriage, etc. in the district justice department from where it takes from 2- 4 hours can now be shortened to about 5 seconds. Typically, N-FILES PRO software applies the optical character recognition (OCR) technology, automatically extracting information to reduce manpower and execution time. In addition, the software uses control tools, collating the original data and digitized data at all stages, helping to ensure the accuracy of the output data. Notably, digitized data can be exported into a variety of formats, easily integrated with other database systems and software.