What are two reasons for converting a document or record into a digitized format?
For digital storage? To share on line in digital format? To make a public record available on line instead of going to the court house in person?
There are several reasons for converting a document or record into a digitized format, but here are two important ones:
1. Ease of Access and Retrieval: Converting documents into a digital format makes it easier to store, organize, search, and retrieve information. Instead of manually searching through physical files or records, a digitized document can be accessed and searched within seconds using keywords or metadata. This can save time and effort, especially when dealing with large amounts of data.
To convert a document into a digital format, you can use a scanner or a document imaging software. Place the document on the scanner, choose the desired settings (resolution, file format, etc.), and initiate the scanning process. Once the document is scanned, you can save it on your computer or a cloud storage platform.
2. Preservation and Protection: Physical documents are susceptible to damage over time due to factors like humidity, sunlight, and wear and tear. Converting these documents into a digital format helps preserve them by reducing the risk of physical deterioration. Additionally, digital documents can be backed up and stored in multiple locations, offering protection against loss or destruction.
To convert physical documents into a digital format, you can also use a document scanner or a document imaging software. Follow the same process mentioned earlier to scan the documents. Afterward, you can create backup copies and store them securely on multiple storage devices or cloud platforms.
Overall, converting documents into a digitized format provides convenience, efficiency, and increased security for managing information.