When we say “digitization”, you may think that it is just scanning or capturing paper records into a digital format. That’s partially correct, but the actual work cycle of digitization goes beyond what you think. It includes the whole process of transforming the data on paper records into “digital data,” which we can identify, search, access, retrieve, update, and archive electronically.
The steps toward digitization start with categorizing physical (original) paper records (e.g. sorting, listing and boxing) and assessment of the volume of workload. The depth and potential impact of digitization is huge. The digitized records will reduce errors and transaction costs in public administration. They will also improve government accountability and the quality of national statistics.
Eventually, digitization will support more timely and accurate data to a country’s Open Data Portal. Digital public records data from different government entities could be integrated, and eventually the government will provide more seamless and efficient public service delivery (e.g. births registry linked to issuance of national ID, passport or driver’s license). In addition, the process of “digitization” will result in the creation of digital job opportunities for unemployed youth who have been trained to digitize records.
Through collaboration with the Rockefeller Foundation’s “Digital Jobs in Africa” initiatives, our team delivered a Digitization Capacity Building Program late last year. The main objective of this program was to build the institutional capacity of priority government agencies that are managing critical public records and therefore have a powerful need for digitization.