What is document digitization?
Document digitization is the process of converting paper documents into digital versions by scanning and saving them in electronic formats.
It covers invoices, contracts, HR documents, or purchase orders, which after digitization can be stored in ERP systems or in the cloud. This allows companies to access information faster, stay organized, and reduce the risk of errors.
Why does digitization matter?
Traditional document storage in binders not only takes up space but also makes access to information difficult and increases the risk of data loss. Digitization enables:
- Fast access to documents from different locations
- Better control over document workflows
- Automation of approval processes
- Safer storage with backup options
How does the digitization process work?
- Scanning – documents are scanned with an office scanner or multifunction device
- Processing – files are sent to the system, where OCR recognizes the text and automatically categorizes documents
- Workflow – the document is assigned to the appropriate process (e.g., an invoice goes through approval and then to accounting)
- Archiving – approved documents are stored in compliance with regulations
Practical example
A company receives a paper invoice from a supplier. After scanning, OCR automatically recognizes the invoice number, amount, and supplier. The document is forwarded to the responsible person for approval and, once approved, to the financial system. The entire process takes just a few minutes without manual data entry.
When is digitization worth it?
Digitization delivers benefits when:
- The company stores large volumes of paper documents
- Quick access to archives is required
- Processes involve multiple approval steps
- There is a risk of errors from manual data entry
- Legal compliance is necessary
Possibilities of digitized documents
Digital documents can be:
- Searched by content and metadata
- Integrated with ERP systems
- Used to automate approval processes
- Shared remotely with employees
- Secured with access control and backups
Properly implemented digitization can reduce document handling time by up to 50%.
Technical requirements
Digitization can start with simple scanning and cataloging in shared folders. Greater benefits come from integration with:
- ERP systems (e.g., Odoo)
- DMS systems (Document Management Systems)
- OCR tools for text recognition
FAQ
What is document digitization?
It’s the process of converting paper documents into electronic versions available on a computer or in a system.
Which documents should be digitized?
Invoices, contracts, purchase orders, HR files, reports, correspondence — any documents that need to be stored, transferred, or analyzed.
Is digitization GDPR-compliant?
Yes, as long as documents are stored in a system with proper security measures — encryption, access control, and archiving.
Does digitization mean the end of paper?
Not always. In many cases, paper originals still need to be kept (e.g., for tax purposes), but digitization enables convenient processing and access.
How much does digitization cost?
It depends on the scale — for small businesses, a basic scanner and shared folders are enough. Larger implementations can cost from a few thousand to several tens of thousands of PLN, depending on the system and integrations.
What’s next?
Want to speed up document handling and reduce paper use in your company? Discover how digitization can help. Contact us to discuss solutions tailored to your processes.
