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09 April 2024

The Importation of Digital Documents: Challenges and Benefits

When an already established company thinks about switching to digital management of its documents or even simply adopting new management software, probably one of the first concerns is the import of all its documents and files into the new system. Often, these involve considerable volumes of material collected in different formats and stored non-homogeneously. Manually importing digital documents is, most of the time, a non-viable option. This operation would require a disproportionate use of human resources, considerable time and effort, and an exaggerated waste of manpower and money. This is not only a long and laborious process but also susceptible to human errors, which can compromise the integrity and completeness of the data.

The automatic import of digital documents from folders or other existing collection and archiving systems represents an extremely useful, if not even essential, solution to overcome these problems. Most document management software provides systems for automating file import. However, this is not enough to protect yourself from all risks. Automatic import also presents considerable technical challenges.

First, the documents usually present a great discrepancy in formats (Jpeg, PDF, Docx, PNG, and many others), and the software must guarantee the correct import of all formats, ensuring compatibility with the system and the integrity of all data acquired. The size of the files is also an element not to be underestimated; the DMS must be able to handle large files without compromising system performance.

Additionally, digital documents contain metadata: accurate assignment of these elements is critical for future document search and retrieval, but importing can be complex for unrefined management software, primarily if this metadata is not standardized across documents.

Last but not least is the security aspect: during import, data can be vulnerable to breach attempts, and it is essential to protect documents, especially those containing sensitive data, and ensure compliance with security standards and privacy regulations.

In summary, integrating pre-existing digital documents with a document management system represents a decisive challenge for implementing business processes. Choosing the right program can be a significant competitive advantage in terms of productivity.


LogicalDOC's commitment

In developing its software, LogicalDOC has continuously evolved to offer its users an import system that responds efficiently to all the complexities of the sector and is immediately usable.

LogicalDOC, in fact, allows direct import from all types of folders, even shared ones, and is able to connect to all selected locations (PCs, servers, network storage systems, etc.). Thanks to the Import Folders function, you can load data from multiple local and remote sources, avoiding the need to manually import all the data.

Each document will be automatically cataloged, versioned, and indexed, and the same structure of source folders and subfolders can also be replicated. Employees who produce documentation will not even need to connect to LogicalDOC; they can save their files in the same locations as before, and LogicalDOC will do all the work for them. Documents can also be searched and viewed conveniently through browsers.

Furthermore, the advanced configuration in the Import Folders menu provides numerous options capable of satisfying even the most demanding and sophisticated requests (see more details)


Document synchronization

Importing documents from folders is not an operation that can be completed in a single execution once and for all. The synchronization of documents present in the various folders is essential to keep the work cycle correctly active. Thanks to the LogicalDOC Sync application, all configured folders will be inspected, and their contents will be synchronized with all the changes in the remote archive. With LogicalDOC Sync you can also work offline, and the documents will be automatically synchronized as soon as the connection becomes available again, aligning the central archive with the changes in the local folders and vice versa. This function is particularly advantageous for those with staff who are not always connected, such as traveling sales agents or operators on the move. They will be able to comfortably continue working on their device even in offline conditions, and the changes will then be synchronized as soon as the connection with the archive becomes available again.


Hot Folders

LogicalDOC has also studied a solution for those who do not have an internal installation in their system because, for example, you opted for LogicalDOC Cloud or because your data center is external. Thanks to the Hot Folders application, it will be sufficient to install this simple additional component on a PC or device connected to the company network. The program will analyze the folders and import and synchronize the desired folders through a Web Service communication protocol. With the Hot Folders import tool, you can transfer large volumes of data with maximum security and reliability.

Adopting document management software that allows the automatic import of documents from existing digital folders is a strategic investment that can radically transform an organization's information infrastructure. If the choice is appropriate to the associated challenges, the long-term benefits in terms of efficiency, security, and compliance will be immeasurable, positioning companies at the forefront of digital innovation.

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