Sometimes digitizing alone is not enough

As soon as your organisation chooses to digitise its paper files, this immediately leads to an improvement of the general overview. However, it is often still difficult to find exactly the information you are looking for within an extensive file. Think of that one declaration, in that thick file of more than 100 pages. A program that could analyse a file and then classify specific information into easily findable subgroups would be the solution.

Vitalising

In the service vitalizing, unstructured data is converted into structured data. By doing this, the findability of documents is improved as well as keeping an overview is made easier. The vitalization takes place on the basis of the following steps:

  1. Classify
  2. Extract and indexate
  3. Validate
  4. Export
Vitaliseren

The process

Once the documents have been digitised, they must be classified. When classifying, the big question is: what kind of document is this? The Archive-IT software analyses a document and then knows that it concerns, for example, a Declaration of Good Behaviour, a permit application or a declaration. After the software has classified what type of document it concerns, it can extract the necessary information from the text on the basis of the assigned classification and then display it clearly. This process of clearly displayed information is called indexing.

The information must then be validated. When validating, a manual check is carried out to ensure that all information has been processed correctly by the system and that the system also displays the information correctly.

Finally, the information is ready to be exported in the Archive-IT software: AIR, or in your current system. By revitalizing, you can add value to your digital data and transform it into information.

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