With the deepening development of electronic informatization, the process of digitizing archives is urgent. In order to better complete the digitization of archive materials

With the deepening development of electronic informatization, the process of digitizing archives is urgent. In order to better complete the digitization of archive materials, many archive management workers in enterprises and institutions choose to introduce paper document management systems, accelerate the pace of archive digitization, and promote the modernization of archive management.

 

Accelerate information input

As is well known, traditional archive management mainly relies on manual input. With the development of the economy and society, the number of archives will only increase, and manual input is slow and prone to errors, which can no longer meet the needs and pace of modern large-scale archive management.

According to Dr. Liang Xuming from Yunmai Liude, the paper document management system mainly adopts advanced OCR technology, which can batch recognize paper archives, with fast input speed, few errors, error correction, and easy revision. Archive management staff can simply take photos and upload them, eliminating the tedious typing steps and avoiding document damage caused by frequent browsing of paper archives, greatly improving work efficiency and promoting the digitalization process of archives.

 

Save the original document

It is reported that adopting a paper document management system can not only improve the speed of file entry, but also save original photos and recognition results of files in the form of data on the system cloud drive, effectively preventing large-scale loss of file information caused by the loss of paper originals or damage to hard drives.

 

In addition to recognition input and original document preservation, archive management personnel can also annotate the recognition results and original photos without damaging the original documents, making it convenient for digital archive retrieval, sharing, revision, and reading. On the one hand, it accelerates the digitization process of existing archival materials, and on the other hand, it promotes timely information sharing.

 

Efficient information retrieval

In my impression, searching for paper documents means applying, reviewing, confirming the file name, file type, and filing time, and then searching one by one in the bookshelf or filing cabinet according to the prompts. During the process of searching, it is also necessary to ensure that the original documents are not damaged.

 

Traditional file retrieval involves multiple steps, is difficult to find, and takes a long time. In response to this issue, the paper document management system has launched keyword search. Archive management personnel can use the keyword search function to search for the names, full texts, and notes of archives stored in the system, quickly retrieving the required original scanned copies and identifying information. While speeding up information retrieval, it effectively protects paper archives.

 

At present, domestic archive management is gradually moving towards digitalization. Digital archive management has strong advantages in terms of querying, sharing, and revision preservation. By adopting advanced management systems, it can undoubtedly further promote the construction of modern archive management. The Yunmai paper document management system has fast input and accurate query, protects the original archives, and reduces the work pressure of management personnel. It has been widely used in fields such as library management, archive management, and data management of some enterprises and institutions.