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How to prepare your organisation for Digitisation
Custom-built EDMS solution, cutting-edge technology in data security, ready to address our client’s needs.
EDMS
DGITAL ARCHIVE
Access your documents, upgrade, and share
WORKFLOW DOCUMENT MANAGEMENT
Automate and improve business processes in the organization
BUSINESS INTELLIGENCE
Gain detailed analyses and derive meaningful insights from your organization's big data
What is EDMS and how can you benefit from the solution
Digital Archive
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Scanning/Digitization
Outsource Document Digitizing Services to Top Archive
Document digitization services fulfil the unending demand of businesses who want to convert their documents into digital formats. Top Archive is one of the frontrunners in this line of business, using purpose-built industrial scanners to deliver consistent service, combined with professional scanning software that can take on virtually any challenge.
It is very important to first understand exactly what document digitizing is, and why it is essential, especially for your business.
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What is document digitization?
A process of converting paper documents into digital format. By converting your documents into digital format, you can preserve your documents. Any kind of document or data, such as texts, images, audio, video, business cards, books, periodicals or newspapers, can be digitized. Furthermore, digitized documents can be shared with anyone, regardless of geographical location, through our state-of-the-art data management software.
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Why digitize documents?
There are many benefits of going over to digitized documents. Digital documents and data are:
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Easy to preserve
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Easy to store, retrieve and update
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Easy to clone
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Easy to share
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Document digitizing process at Top Archive
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Needs assessment: The client's needs are identified and captured to create their metadata and meet their requirements.
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Collecting and aligning documents: The documents are collected from the client and sorted properly. Special care is taken to remove all foreign objects like pins, paper clips, thread, spiral binding and others, as well as aligning the documents.
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Scanning the documents: The aligned documents are then scanned properly and saved.
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Transferring to a digital format: The scanned documents/images are converted into text files by using Optical Character Recognition (OCR). The output is then manually checked by a quality control team before converting it into the desired digital format.
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Indexing the documents: The documents are saved according to their meta characters, so that they can be easily retrieved whenever needed.
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Organizing the documents: The documents are organized into separate folders, based on the client’s requirements.
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Uploading the digitized documents: The digitized data is uploaded to our state of the art DMS, ready to be accessed from anywhere, 24/7.
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EDMS Solution
Our Electronic Document Management System is geared towards helping your organization to easily store, share, manage and approve digital documents. You can easily:
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Create/capture documents,
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Manage and organize your content,
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Enable access to and distribution of information
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Ensure that documents found in the system are retained in accordance with best practices, and disposed of in accordance with your institution’s records retention schedule in the most secured manner.
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Top Archive’s EDMS has all the capabilities to help your business automate and improve business processes. Features that support workflow include: workflow creation for any type of business or office process, alerts and notifications, audience targeting, electronic forms, authentication and authorization, Optical Character Recognition (OCR), and the advantage of integrating with your existing system.
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Business Intelligence
With the massive increase in the volume of data from various units within organizations, business intelligence that incorporates a wide range of business operations is required to analyze and derive meaningful insights from the data. Our business intelligence system helps not just your archives management but the entire organization to analyze information on a large scale, and acquire the necessary decision-making strategies. Top Archive can incorporate a data science platform that can help unearth the hidden patterns inside stored data, to support meaningful analysis and prediction of events. Using big data analytics, your organization or institution can make informed decisions, with better operational efficiency to help higher management set appropriate goals.