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Your staff is drowning in archival materials to digitize. How will you help them stay afloat?

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In the era of digital transformation, library services are increasingly tasked with converting archival materials into digital formats. This process, known as digitization, is crucial for preservation and accessibility but can be overwhelming for your staff. With stacks of documents, photographs, and other materials awaiting conversion, it's essential to implement strategies that will help your team manage the workload effectively and efficiently. By understanding the challenges and employing the right approaches, you can ensure that your staff stays afloat amidst the sea of materials to digitize.

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1 Prioritize Tasks

When faced with a mountain of archival materials to digitize, it's vital to establish priorities. Begin by assessing the significance of each item in terms of historical value, demand for access, and its condition. High-priority items should be those at risk of deterioration or those with high research interest. By categorizing materials and focusing on the most critical items first, your staff can work systematically, ensuring that the most valuable assets are preserved and made available to the public as soon as possible.

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Gerardo Guzmán Gallardo

Tecnología | Automatización de procesos | Gestión de Contenido | Cumplimientos Normativos | RPA | Transformación digital | I.A. | Servicios Archivísticos | Desarrollo de Nuevos Negocios
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Entendido como la actividad que tiene como principal objetivo clasificar, ordenar y describir un conjunto de documentos producidos por una entidad pública o por una empresa privada, teniendo en cuenta cada uno de los procesos técnicos, como la ordenación física, la limpieza, el encarpetado, la rotulación, la descripción y la sistematización de la información.

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2 Streamline Processes

Efficiency in digitization is key to preventing staff burnout. Examine your current workflows and identify bottlenecks or redundant steps that could be streamlined. Implementing batch processing, where similar materials are digitized in groups, can save time and reduce setup changes. Additionally, consider adopting standardized file formats and naming conventions to facilitate easier organization and retrieval. By refining these processes, your staff can handle tasks more quickly and with less effort.

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Gerardo Guzmán Gallardo

Tecnología | Automatización de procesos | Gestión de Contenido | Cumplimientos Normativos | RPA | Transformación digital | I.A. | Servicios Archivísticos | Desarrollo de Nuevos Negocios
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Después de realizar un análisis exhaustivo de los documentos físicos existentes para identificar cuáles necesitan ser digitalizados hay que determinar las áreas de la empresa donde la digitalización tendrá un mayor impacto y deben de cumplir por lo menos con algunos de los puntos siguientes: 1. Planificación y estrategia 2. Selección de herramientas adecuadas 3. Establecimiento de protocolos y estándares 4. Automatización de procesos 5. Capacitación del personal 6. Integración con otros sistemas 7. Seguridad y cumplimiento 8. Monitoreo y evaluación continua 9. Plan de contingencia

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3 Adopt Technology

Embracing the right technology can significantly ease the digitization workload. Invest in high-quality scanners and software that can handle various material types and sizes. Optical Character Recognition (OCR) software can convert scanned text into editable and searchable data, reducing manual transcription efforts. Moreover, consider tools that automate metadata creation, which is essential for organizing and accessing digital archives. By leveraging technology, your staff can increase productivity and reduce the physical strain associated with manual digitization.

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Gerardo Guzmán Gallardo

Tecnología | Automatización de procesos | Gestión de Contenido | Cumplimientos Normativos | RPA | Transformación digital | I.A. | Servicios Archivísticos | Desarrollo de Nuevos Negocios
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Algunas recomendaciones para la adopción de tecnología tras la digitalización de documentos, enfocándote en herramientas como IDP (Intelligent Document Processing), OCR zonal, gestores de contenido. Implementando estas recomendaciones, tu organización podrá maximizar los beneficios de la digitalización y mejorar significativamente la eficiencia y la productividad mediante el uso de herramientas avanzadas como las atrás mencionadas.

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4 Train Thoroughly

A well-trained staff is more efficient and less likely to feel overwhelmed. Provide comprehensive training on the use of digitization equipment and software, as well as best practices for handling archival materials. Continuous learning opportunities should be offered to keep your team updated on the latest digitization techniques and technologies. Empowering your staff with knowledge and skills will boost their confidence and competence in tackling the digitization challenge.

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Gerardo Guzmán Gallardo

Tecnología | Automatización de procesos | Gestión de Contenido | Cumplimientos Normativos | RPA | Transformación digital | I.A. | Servicios Archivísticos | Desarrollo de Nuevos Negocios
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Capacitación y Adopción del Personal: - Proporcionar formación específica en el uso de las herramientas para garantizar que el personal esté capacitado y cómodo con las nuevas herramientas. - Crear materiales de referencia y guías de usuario para apoyar la adopción continua.

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5 Foster Teamwork

Digitizing archival materials is not a one-person job; it requires a collaborative effort. Encourage a team-based approach where staff members can share responsibilities and support each other. Establish clear communication channels and regular meetings to discuss progress, challenges, and strategies for improvement. By fostering a supportive team environment, your staff can work together more effectively and maintain morale even during peak workloads.

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6 Outsource Wisely

When the volume of archival materials is too great for your staff to handle alone, consider outsourcing as a viable option. Partner with reputable digitization services that specialize in archival materials to handle overflow work or specific projects. This approach allows your staff to focus on tasks that require their expertise while still progressing with the overall digitization initiative. Outsourcing must be managed carefully to ensure quality control and consistency with in-house digitization standards.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your staff is drowning in archival materials to digitize. How will you help them stay afloat?

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Streamline Processes

3 Adopt Technology

4 Train Thoroughly

5 Foster Teamwork

6 Outsource Wisely

7 Here’s what else to consider

Library Services

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Your staff is drowning in archival materials to digitize. How will you help them stay afloat?

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Streamline Processes

3 Adopt Technology

4 Train Thoroughly

5 Foster Teamwork

6 Outsource Wisely

7 Here’s what else to consider

Library Services

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