A Step-By-Step Guide to Data Digitization Process

A woman works on a digital document.

Data digitization can be a very desirable method to free up space and access files more easily. With business environments becoming more global and digital, it’s the ideal time to digitize documents. According to a survey, 70% of companies are in the process of a digital transformation, including data digitization.

There are several benefits to data digitization: increased productivity, more environmentally-friendly, and more secure. However, there are a few essential steps you need to undertake when you digitize your documents. We’ll help break them down here.


While many may overlook this step of the process, preparing for data digitization is incredibly important. Firstly, you need to identify and organize which documents you’re going to have digitized. This is incredibly important because different types of files need to be dealt with in different ways. An A3 or a color document will have to be different than an A4 or black-and-white document.

When your documents have been digitized, it’s crucial to look over them to make sure they’re in the correct order. Ensure that objects such as paperclips and stables have been removed.  

Scanning and Quality

This step entails scanning the different documents to transform the files from analog to digital formats. There are several methods this can be done, and usually, companies employ multifunction printers or flatbed scanners. Nowadays, mobile phones can scan documents.

After scanning, the scanned images’ quality should be checked to ensure that they’re readable and of high-quality. Image enhancement software can be used to make sure the documents are in the best shape.

However, high volume scanning can lead to a scanner jamming and producing low-quality output. This could render the purpose of your data digitization process useless. Outsourcing your data digitization, and therefore your scanning needs, to a professional data management firm can help greatly.

Manage and Store Documents

After documents have been digitally uploaded, it’s time to manage and store them properly. Usually, files are converted into a PDF format, as most offices have PDF readers installed. The data can be stored in multiple arenas, including hard drives, USBs, and CDs.

Digital data access can be made more efficient through a document management system. It helps the user retrieve documents more quickly and also protects the data from viruses.  

Are you looking to outsource your data processing services for a more efficient and accessible data management system? Get in touch with 3Alpha, a reputable data entry service provider in Duluth, Georgia. We’re well-equipped to handle a diverse range of jobs and guarantee premium services to our clients. Contact us for more information.