Applications of digital documents

After the pandemic, the concept of digitization in the business world has taken on great relevance, with document digitization being one of the areas in which this practice is most advanced.

In this post, we would like to talk about an aspect that is not often mentioned, but which is defining when implementing a document digitization process:
Are all digital formats valid for integration into an electronic document exchange circuit?

Before answering this question, it is necessary to take a step back and think what a digital document is.

A digital document is any document that has an electronic format, not a physical one. That is, from a PDF to a structured file. For example, if we scan a paper invoice and convert it to PDF, this invoice goes from being a physical document to a digital one. However, an invoice created by an invoicing software, in plain text, EDI or XML format and with all the information structured to be read and processed by other computer systems, is also a digital document.

So, what is the difference between them?

This is when we answer the initial question. There is no difference between digital and electronic documents, since we are actually referring to the same thing (non-physical documents). The difference is that not all formats are suitable to enter an electronic document exchange circuit. This does not mean that one type of digitization is more valid than another. Their purposes are simply different.

If we want to preserve documents originally created in physical format, we can digitize them and, in addition to ensuring that they will not deteriorate, we will save physical space and help the environment. This practice is highly recommended for documents such as historical archives, or administrative documentation such as contracts or deeds.

This type of digitization is no longer valid when we need the data contained in the documents to be processed by automated systems. For this, we need the data to be processed by these systems meaning, all the data that are part of the document, whether an invoice, a purchase order, a shipping notice, etc., are structured and can be processed automatically in an Electronic Document Interchange environment.

In summary, all digital documents are equally valid and recommended for sustainability and preservation. The question to be taken into account when considering the implementation of a digitization process is the use that will be made of these documents.

In eDiversa Group, we believe in business digitalization in all its forms. We are specialists in proposing global technological solutions for Electronic Document Interchange, with the objective of facilitating commercial and logistic transactions between companies in a sustainable and efficient manner.