Paper Records to Digital Archives: Challenges and Best Practices for Efficient File Digitization

Abstract ―​

The study examined the practices the agency adopts during its transition to digitized files, as well as the challenges encountered throughout the process. It explores the multifaceted journey of file digitization, understanding the current practice and addressing the obstacles and impedes the seamless conversion of physical documents into digital formats. All respondents are directly related on the subject matter who have experienced digitizing documents first hand from the beginning of conversion until the ongoing process as of the current period. Key challenges include technical issues on hardware and software, data migration issues, lack of tools, loss of tangibility, integration with existing systems, quality of scanned copies, and fast turnover within organizations. While highly practiced processes include assessment and planning, choosing the right tool for both software and hardware, and document retention. The research also tried to connect whether these factors are related on the current challenges. By examining case studies and leveraging expert insights, this paper aims to provide a comprehensive framework for organizations looking to implement efficient file digitization strategies while maximizing the benefits of digital archiving. The result of this study will serve as a basis for developing an effective intervention strategy to address and improve the digitalizing of files. The research is conducted to serve as a basis in creating strategies for effective file digitization.