Digitalization of Administrative Documents A Digital Transformation Step in Practice

Abstract

Digital transformation is one of the most popular keyword in recent years. It is not only a trend in science research based on the development of information technology, but also a proposed duty that applied in the companies or organizations nowadays. Digitalization of administrative documents is therefore considered as the first step in digital transformation of public organization. Through the digitizing process, the information that were in written format or hard copies will be converted into digital format (e.g. document files) to serve for storing, mining, processing and managing the documents. This paper presents a method to build a web application for digitizing the administrative documents applied in most public organizations. The method is based on the OCR (Optical Character Recognition) combined with the image processing techniques. Our digital process is implemented as following steps. (i) Scanning the hard copies of the administrative documents. (ii) Removing noise data and filtering necessary information in the content based on image processing technique. (iii) Classifying automatically the acquired contents into the respective components of a template form following the structured format of Vietnam Government. (iv) Generating automatically a document file. The application can process a document with a single or multiple pages. To compare with similar applications, our application is processed very fast, without limitation of pages for each document and obtained accuracy as our expectation.