What is Document Digitization & How To Digitize Documents?

What is Document Digitization & How To Digitize Documents?

(Last Updated On: September 12, 2023)

What is Document Digitization?

Document digitization refers to the process of converting physical paper records into their digital versions, such as PDF documents and scanned images. This process enhances accessibility, improves security, and reduces costs. 

Why is Document Digitization Important?

Document digitization is crucial because it enhances accessibility, security, and cost savings. It allows businesses to efficiently manage information in digital formats, fostering quicker decision-making and insights. 

In a post-pandemic world focused on digital transformation, document digitization is a key tool for businesses to adapt and thrive. This process streamlines data analysis, modification, and transformation, empowering organizations with the ability to make informed choices and stay competitive.

How to Digitize Documents?

  1. Plan and Schedule: Start by outlining a strategy for digitization. Determine which documents need to be digitized, prioritize them, and create a schedule for the process.
  2. Select Scanning Tools: Choose the right tools for the job. High-volume scanners with automatic feeding can speed up the process for large quantities of documents.
  3. Utilize AI-Powered OCR: Make use of AI-powered Optical Character Recognition (OCR) technology. Software like KlearStack can convert scanned images into machine-readable text, enhancing searchability and accessibility.
  4. Guidelines for Scanning: Ensure proper paper alignment during scanning to avoid skewed or cut-off images. Maintain a consistent scanning resolution for clarity.
  5. Name and Store Digitized Files: Establish a consistent naming convention for digitized files. Organize them into a digital storage system that mirrors your physical file structure.
  6. Verification: After scanning, verify the accuracy and quality of the digitized files. This step ensures that no critical information is lost or misrepresented.
  7. Implement Security Measures: Protect digitized documents with password protection or encryption. Implement access controls to restrict who can view and modify the files.

Benefits and Challenges of Document Digitization

Document digitization offers a range of benefits that transform the way information is managed. By converting physical records into digital formats, accessibility is greatly enhanced, allowing seamless retrieval and collaboration from anywhere.

Following are the benefits and challenges of document digitization:

Benefits Challenges
Enhanced Accessibility Initial Setup and Investment
Improved Data Security Data Privacy and Compliance
Cost Savings Learning Curve
Efficient Document Search Potential Data Loss
Streamlined Collaboration Scanning and OCR Accuracy
Space Savings Legacy Data Compatibility

Types of Documents that can be Digitized

Document digitization encompasses a wide array of materials, from contracts and invoices to legal documents. 

By converting these documents into digital formats, businesses and individuals can enhance accessibility, collaboration, and efficient information management.

  • Contracts and Agreements: Digitizing contracts and agreements ensures easy access for reference and modifications while maintaining version control.
  • Invoices and Receipts: By digitizing financial documents, businesses can easily track transactions, streamline accounting processes, and save physical storage space.
  • Employee Records: Digitizing employee records simplifies HR management, making it easier to track performance, benefits, and compliance.
  • Legal Documents: Legal documents, such as court records and case files, can be digitized to facilitate quick retrieval during legal proceedings.
  • Product Manuals: Digitizing product manuals and user guides provides customers with easy access to instructions, troubleshooting, and maintenance information.
  • Receipts and Expenses: Individuals can digitize receipts and expenses for personal finance management and tax purposes.

How to Automate Document Digitization with KlearStack?

Automating document digitization has become increasingly crucial for businesses seeking efficient information management. 

KlearStack, an AI-powered solution, offers a streamlined way to transform physical records into digital assets. Here’s how:

Document Digitization
Document Digitization

Video Credit : UK Parliament

Step 1: Assess Your Needs

Begin by evaluating your document digitization requirements. Identify the types of documents you need to digitize, the volume of documents, and your specific goals.

Step 2: Document Collection

Begin collecting the physical documents you intend to digitize. Ensure that they are well-organized and ready for the digitization process.

Step 3: Document Scanning

Use high-quality scanners or scanning equipment to digitize your documents. Ensure proper alignment and quality scanning to maximize accuracy during the digitization process.

Step 4: Upload to KlearStack

Upload the scanned documents to the KlearStack platform. The AI-powered engine will automatically process and extract relevant data from these documents.

Step 5: Data Validation

Review the digitized data for accuracy. KlearStack’s platform may have validation and enrichment features to enhance data quality further.

Step 6: Integration

Integrate the digitized data seamlessly into your existing systems, such as document management software or databases, to ensure accessibility and usability.

Step 7: Real-time Insights

Leverage the digitized data for real-time insights and data-driven decision-making within your business.


By embracing KlearStack’s automated document digitization, businesses unlock the potential for streamlined workflows, data accuracy, and improved decision-making, ultimately propelling them toward a more digitized and efficient future.

So, don’t miss out on the opportunity to experience the transformative potential of KlearStack firsthand. Take advantage of their free trial today and witness how document digitization can enhance your operations, boost productivity, and unlock untapped insights. 

Embrace the future of information management with KlearStack – your partner in efficient, automated, and accurate document digitization. Try the free trial version now and embark on a journey toward a smarter, more streamlined way of working.

FAQs on Document Digitization

  1. What is document digitization?

    Document digitization is the conversion of physical paper records into digital formats, such as PDFs or scanned images, enabling easier access, sharing, and management of information.

  2. What is the process of digitization of documents?

    The digitization process involves scanning physical documents using tools like scanners, followed by converting them into machine-readable formats. This enhances accessibility and facilitates efficient storage and retrieval.

  3. How do I digitize a document?

    To digitize a document, use a scanner or a specialized digitization tool. Scan the document, convert it to a digital format, and store it electronically for improved accessibility and organization.

  4. What are the three types of digitization?

    The three types of digitization are text-based digitization (converting text into digital form), image-based digitization (digitizing images), and audio/visual digitization (transforming audio and video content into digital files).

  5. What is digitization of scanned documents?

    Digitization of scanned documents involves converting physical paper records into digital files through scanning. This process creates digital equivalents of paper documents for improved storage, searchability, and sharing.

Ashutosh Saitwal
Ashutosh Saitwal

Ashutosh is the founder and director of the award winning KlearStack AI platform. You can catch him speaking at NASSCOM events around the world where he speaks and is an evangelist for RPA, AI, Machine Learning and Intelligent Document Processing.