Digitisation and digitalisation – similarities and differences

Digitalisation versus digitisation

It is difficult to give a clear definition of these two words. In simplest terms, digitalisation involves series of steps to convert analog resources into digital equivalent. On the other hand, how to answer the question: “what is digitisation”? It is a comprehensive, holistic process of implementing and then using digital technologies. Digitalisation, therefore, is one of the elements of digitization, and the final result is digitization.

There are significant differences between digitalisation and digitization, however, both have much in common and without digitalisation, digitisation is unlikely to exist. If the company does not ensure that the digitalization process is carried out properly, and invests in the most modern digital solution, it may not achieve the expected result.

Digitalisation in practice

The easiest way to explain what digitalisation means is to use the example of archives with piles of folders and boxes with huge data amounts. Digitalisation process involves preparing and organizing documents, then performing digital conversion to finally make the documents available to users in digital form. Digitalisation is the exact digital reproduction of written documents with the addition of so-called metadata. As a result, archives are organized and secure, and there is very little risk of losing a document.

Digitisation – examples

Digitalisation is only part of the wider digitisation process. And this often proceeds in multiple stages: elements of a larger whole (project) are implemented successively while developing more, until the full transition to concluding administrative proceeding in digital form. The availability of public e-services become possible and effectively implemented through the integration of public administration systems and records, which, along with the provision of digital identity, represents the wide scale and high pace of development in this area.

Over the past few years we have seen intensive progress in digitisation, as demonstrated by administrative process. Data exchange platforms are created and successively developed, both in areas related to the execution of official matters, as well as dedicated websites of public entities allowing access to materials in digital form.

An example of digitisation may be seen in the e-Budownictwo service, launched in 2020, which citizens use to generate online applications for the construction process, and since July 2021 it is also possible to submit online applications with a construction project in digital form.

Digitalisation and digitisation – intertwinning processes

The acquisition, in terms of the entire process – whether investment and construction or concerning another civil affairs, of the necessary documents in digital format – is a kind of example of digitalisation, which is an integral part of a larger whole.

Therefore, in order to fully implement the digitisation process, you need efficient systems that will become a basic tool for work on the part of administrative bodies, as well as an appropriate infrastructure. This may include, for example, virtual hardware infrastructure provided as part of the PaaS service, providing the necessary computing power and an appropriate level of ICT security.

Implementing and providing systems for the provision of digital services certainly increases work efficiency and improves the flow and execution of processes. Additionally, the benefit is the move away from archiving traditional documentation, which up until now has required a great deal of effort to move and store.