“Anonymization eliminates data susceptible to Data Protection so that it can be used freely”

The authentic digital transformation of companies involves fully trusting digitalization. In accepting this as the backbone of the progress and competitiveness of any organization, right?

In a generic context, digital transformation is something strategic and transversal for a company that involves all departments and personnel of the same for which measures are adopted such as making an electronic invoice instead of sending on paper, generate and consult client files through a document manager instead of Excel, digitize (scan and capture data) documents and invoices to streamline internal processes and control payments, etc. Each of these steps is the digitization of the different contents of the company.

Where does a company start when we talk about digitalization?

The Management is the one that must set the guidelines for digitalization. The approach of eliminating paper in administrative, Human Resources and customer and supplier management departments is common; in production with process improvement, in marketing to streamline client and potential client portfolios, etc. The priority is set by the company's current moment with respect to the market.

We must not forget that there are many sectors, such as lawyers, hospitals… that have countless active or passive documentation to be digitized and, therefore, difficult to consult.

Of course, paper is still used as a documentary support not only in entities that have regularly created and maintain large files internal or external to the entity, such as Clinics, Hospitals, lawyers, doctors, notaries, but in many companies that still want this digital transformation cannot be done for economic reasons, because of personnel with digital skills, because of the management itself that does not set the guidelines for change and even because of resistance to change. But it is a matter of time, without a doubt.

How laborious can mass digitization of paper be?

Well, when it comes to digitizing (scanning) paper documents, you have to consider whether all documents need to be digitized. In general no, but an assessment must be made of the temporary files, external files, or decentralized files in the company to assess which files are active, passive because they do not generate queries., guard them by regulations, etc. There are special cases such as clinical trials that must be kept for 25 years (on paper or digital).

But Digitization is not just scanning documents, but rather create indexes so that each documentary unit can be searched and found quickly, have traceability of each document, capture document data with automatic processes, validate the data obtained to obtain errors, etc. That is, enable and improve the so-called business processes to improve reliability and security.

What do we mean when we talk about certified digitization?

Certified digitization is a process by which the digitization (scanning) of documents is carried out with software approved by the Tax Agency so that the images and data obtained in the process can be guaranteed.

The The initial obligation on the part of the Tax Agency to establish this type of digitization is for invoices received. In this way, the images and data obtained can be presented in a database for any fiscal period and any tax inspection.

Why is electronic invoicing so important and necessary?

Firstly, because of the economic benefits derived from automating the process, eliminating printing costs, personnel errors, collection times, paper files, among others.

Also because The electronic invoice integrates essential features that guarantee the authenticity of the document and integrity such as the electronic signature and allows the exchange of data between invoices that facilitate management and modification.

A concept that has acquired some relevance in recent times is that of anonymization. What does it consist of and how can it help companies?

It will be of great help for companies that have in mind your digital files confidential data, such as Clinics and Hospitals, lawyers, Human Resources departmentsRisk Prevention, among others, and want to improve security and confidentiality.

Anonymization eliminates data susceptible to Data Protection so that it can be used freely, for example, in a contract, names and surnames, addresses, dates, cities, etc. are eliminated. with the aim that this contract can be seen/consulted by different personnel in the company for training or as a reference for similar cases.

Anonymization can be reversible or irreversible and data can be replaced by asterisks ******, by different data, or by lines superimposed on the data

Are comprehensive natural language processing or NLP solutions changing the way companies face digitalization?

Multilingual machine translation, anonymization, automatic document classification, summarization, sentiment analysis, are natural language processing solutions and are advanced processes in digitalization.

NLP is based on algorithms and mathematical models that allow computers to analyze text and identify patterns through syntactic, lexical and semantic analysis. of words and phrases. Undoubtedly the changes will be profound in many sectors.

How does STD help public and private entities?

Our documentary solutions are adapted to entities and departments based on their requirements and needs:

Document managers help a lot in the management of digital documents; The digitization of business processes such as massive document scanning and data capture streamlines administrative and accounting management; physical and digital custody of documents and data preserves important paper and digital documentation; anonymization helps to release important documents so that other departments can use them and be freed from Data Protection regulations; data summarization allows obtaining content summaries; and The secure deletion of data is a guarantee of data elimination on any digital medium, providing digital evidence.