What is Digitization?
Digitization is the act of converting analog or physical content into digital formats. This includes scanning paper documents, converting printed datasheets into spreadsheets or transcribing handwritten records into structured databases. The result is a digital representation of previously non-digital information, which makes it accessible, storable and usable across modern systems.
Digitization is frequently the first step in modernizing information management practices, particularly in industries where large volumes of critical engineering, operational or maintenance data are still stored in hardcopy.
How It Differs from Digitalization
Digitization and digitalization refer to distinct concepts. Digitization focuses on format, as it transforms content from analog to digital without changing the underlying process. For example, scanning a set of P&IDs is digitization.
Digitalization, however, focuses on functionality. It uses the digital content to enhance or automate workflows. Linking those scanned P&IDs to an asset database and enabling access through a digital tag search is digitalization.
Why It’s Essential
Without digitization, valuable historical data stays disconnected from digital systems. For asset-intensive organizations, this can limit access to critical design documentation, regulatory records or equipment specifications. Digitized content can be
indexed, linked to metadata and made searchable, which lays the groundwork for initiatives such as data migration and digital handover.
Digitization also plays a foundational role in improving data quality, supporting compliance and enabling digital transformation efforts.
What Is Typically Digitized
Common candidates for digitization can include:
- Engineering drawings and technical schematics.
- Turnover and handover documentation.
- Inspection reports and maintenance logs.
- Equipment datasheets and certifications.
- Tag registers, valve lists and spare parts inventories.
- Process hazard assessments.
The priority is often given to records that are referenced frequently, tied to regulatory requirements or necessary for system integration.
Use Cases in Industry
Once digitized, information becomes easier to classify, store, retrieve and link across systems. Common use cases include:
- Organizing legacy content in Enterprise Content Management Systems (ECMS).
- Enabling tag-based search through asset information platforms.
- Supporting progressive project handovers and digital twin
- Creating a validated source of truth for operational and engineering teams.
- Enhancing traceability and document control workflows.
Key Considerations
Digitization alone does not guarantee usable data. Scanning content without applying consistent naming conventions, metadata or indexing standards may limit its value. To be effective, digitization must be approached as a structured initiative, often accompanied by quality control and content validation activities. Another common challenge is scale. Projects may involve millions of pages across formats, making prioritization and planning essential.
