Data Entry or Data Processing:

This is the act of entering data (information) into a computer. It refers to the transcribing of information from one source to another, so it does not involve the generation of new information the information to be entered will already exist in one form or another.

An example of Data Entry would be taking something that is hand written, like a survey form, and entering it into a computer program such as a spreadsheet. Therefore the data has been transformed into a format that is usable by a computer, the data can then be manipulated, used to generate charts, graphs, tables and so on.

Why you should Digitize

Digitization has been a boon to record keeping, too. Offices that have switched to digitizing their records find that they may have an entire room or two for use. What used to take up valuable space can now be stored on compact discs, taking up part of a bookshelf instead of an entire wall! Doctors who have switched to digital record keeping now find that they can add an exam room and an office in the space that used to be packed with shelving systems holding thousands of pounds of folders full of paper.

Digitization and scanning are two very different processes. While scanning essentially takes a picture of a document and makes it available on a disc for storage or for printing, digitization stores the information contained in a document, picture or a sound file and makes it available in any type format of your choosing.

With this in mind you will need to plan your project for the type of service that you need, especially if you are planning to engage a provider to do the job for you.  Some companies charge for their time and materials while others charge per item plus materials. The more organized you are, the quicker the project will be done and the less it might cost you.

Scanning and digitizing are good options if you want to preserve or share corporate archives, government records and documentation, library collections, or fragile books and documents. Not only do these processes significantly reduce storage space but an entire room of books can be reduced to the space on one bookshelf’s they provide a means to share the material with large groups of interested patrons or subscribers