Citizens use administrative procedures to exercise their rights. Even so, they often need to interact with public administrations in person, which can result in paper-based documentation. Therefore, once these documents are received in paper format, administrations are required to digitise them in order to incorporate them into the corresponding file.
For this reason, file digitisation is essential for any consultation carried out by citizens or employees with the administration.
What is a file?
A file is a record that stores all documents related to a specific subject or area of activity.
It remains a structured set of essential documents used to manage projects or to provide evidence of all actions carried out in any field.
Types of files
Below are the different types of files commonly found within administrative environments:
- Judicial file: Files that begin with the submission of a legal claim and are managed by judicial authorities.
- Administrative file: These may arise in different contexts. They can be disciplinary or created to process a specific request.
- Police file: These have a criminal nature and are used to collect the necessary information to determine whether an offence has been committed.
What should you consider when digitising a file?
When planning a file digitisation project, it is essential to identify the most suitable method according to the characteristics of the physical archive to be digitised.
It is important to consider not only the value of the selected material and the relevance of its content, but also technical feasibility, legal aspects and specific circumstances.
Digitisation is a complete process, and its lifecycle includes the following phases:
- Pre-project actions: Definition of objectives, methodologies, resources and validation mechanisms.
- Technical implementation: Execution of the digitisation process, where the main technological effort is concentrated.
Continuous improvement: Implementation of processes that allow optimisation and prevent recurring errors.
At Artyplan, we provide tailored solutions according to document typology. If required, we can also deploy on-site mobile units at your facilities.
Artyplan Document: specialist in file digitisation
At Artyplan Document, we offer customised solutions to digitise files efficiently and securely.
This department enables us to comprehensively cover document digitisation needs, as well as the certified copying of documents and files for any organisation or institution.
