{"id":10101,"date":"2023-06-05T11:59:42","date_gmt":"2023-06-05T01:59:42","guid":{"rendered":"https:\/\/www.zircodata.com\/au\/?p=10101"},"modified":"2025-05-28T21:21:02","modified_gmt":"2025-05-28T11:21:02","slug":"justifying-the-expense-of-digitisation-a-comprehensive-guide-to-planning-and-execution","status":"publish","type":"post","link":"https:\/\/www.zircodata.com\/au\/justifying-the-expense-of-digitisation-a-comprehensive-guide-to-planning-and-execution\/","title":{"rendered":"Justifying the Expense of Digitisation: A Comprehensive Guide to Planning and Execution"},"content":{"rendered":"

Suppose you’ve made the decision to begin digitising or to boost the scope of your digitisation operations. You’ll take a lot of paper records, scan them using OCR, and perhaps (ideally) index them. It’s important to balance these costs against the benefits they bring since they might mount up.<\/span>\u00a0<\/span><\/p>\n

Considering the Digitisation Scope<\/span>\u00a0<\/span><\/h2>\n

We tend to think of records as being digital in the twenty-first century and digitisation as the best option, but is it always that easy? Going totally digital might not make sense for some organisations. The following are some important areas that you should evaluate in order to gauge the size of your digitisation project.<\/span>\u00a0<\/span><\/p>\n

Can digital records be successfully controlled after they’ve been created?<\/span>\u00a0<\/span><\/h3>\n

Dark data sets are so common that it is clear that people have no influence over how they are produced. Organisations frequently digitise records without fully considering how to keep them after they are created. They are completely unidentified and unmanageable since they have no index or information all\u2014just bytes and bytes of hundreds of thousands of photos with all those enigmatic serial numbers.<\/span>\u00a0<\/span><\/p>\n

Does your company require simultaneous remote access for everyone?<\/span>\u00a0<\/span><\/h3>\n

Every organisation has a different internal policy about this. It could be completely OK for someone to merely pull down a binder from a shelf if they are the only person in a small workplace who will ever need to look something up.<\/span>\u00a0<\/span><\/p>\n

What is the rate at which your records are added?<\/span>\u00a0<\/span><\/h3>\n

Digital records might not be the most economical choice if you have lengthy retention periods but very low accession rates.<\/span>\u00a0<\/span><\/p>\n

Steps to Digitisation<\/span>\u00a0<\/span><\/h2>\n

Digitisation alone is not the solution if your processes and procedures are not aligned from the beginning; it will just increase your list of issues. <\/span>\u00a0<\/span><\/p>\n

Do we really comprehend our data? What do we not require?<\/span>\u00a0<\/span><\/h3>\n

Have you ever worked for a company that had a sizable shared drive that was crammed with files in folders that were nested within other folders? If you don’t know where to search, it could be hard to locate what you’re looking for. Nobody is in charge. There is no organisation, no metadata, and no method for adding new data. People can preserve anything they wish, whether it is required or not.<\/span>\u00a0<\/span><\/p>\n

You must thus make certain that you have a thorough understanding of your data. Think about the following:<\/span>\u00a0<\/span><\/p>\n