The fact that we are digitising in large numbers is nothing new. But data can also be as clunky as paper if certain things are not thought through properly. It sometimes turns out to be difficult for organisations to find exactly the information they are looking for. Think of specific information in a patient, customer or other file of hundreds of pages. The ability to make connections, the use of metadata and storing it in the right way and in the right place determine whether digital work is successful or not. In this blog we would like to tell you more about smart technologies that make digital working and archiving successful.


OCR is a technology in which text ‘reads’ letters, numbers and punctuation marks from an image by means of pattern recognition. It is a method of converting paper documents into digital versions so that they can then be edited or archived. In this way, an image or document is converted to a digital document. This has many advantages, such as looking up specific text, punctuation marks or making adjustments. An example is document recognition and facial recognition of a photo archive. It also enables you to select and copy text. The OCR process is not only used when digitising documents, but also for already digital documents. This technique is indispensable for successful digitisation.


By vitalising data, unstructured data is converted into structured data (metadata). It is a collective term for processing digital data into information, through the use of technology. This process makes it easier to find documents and maintain an overview. Vitalisation consists of the following steps:


Classification is the first step in the vitalisation process. By means of, among other things, Artificial Intelligence (AI), the type of document will be recognised. In the case of a personnel file, this can be, for example, a VOG (Certificate of Good Behaviour), a permit application or something similar. This information is then linked to the document. The next step in the process is extraction and indexing.

Extracting and indexing

Extracting and indexing is further specifying what information is involved, by extracting important information from the text and then displaying it clearly. When all this metadata is automatically assigned to specific documents by the technology, the document acquires value. In addition, checks are carried out to ensure that all information has been processed in good order.

Validating and exporting

Once all processes have been completed and all information is correct, the data is exported to the desired system. By adding smart technologies to digital documents, searches are made easier. But it goes much further than that. Links can be made across files. Think of the possibilities of, for example, research results on a large number of medical files. This also makes it possible to automate and securely implement legal retention periods.

From physical to digital

Archive-IT has specialised for many years in assisting organisations in the transition from physical (paper) to digital working. But it doesn’t stop there: by revitalising, we support organisations in the transition from data to information. By adding metadata, this data can also be stored digitally in a good way. Our AIR system supports all facets of digital archiving and, if possible, makes it possible to retrieve information correctly. Fully compliant, safe and user-friendly. Feel free to exchange ideas with us? Please contact us!

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