Document Management System

1. Document Management System

2. Advantage of Digitization • To Make the record room information accessible to more users via centralized networked computer systems or through internet / LAN / WAN. • To ensure safety of documents from getting damaged due to - Natural calamity like earthquake, fire, floods etc. - Termite attack - Riots • To prepare a backup soft copy of the physical records, to ensure security of valuable information. - Deliberate action • Multiple copies of soft copy made available at different locations enabling greater reach of important data to the users. • Scanned images of documents are temper proof and thus limits deliberate actions. • Fast access of records by clicking on computer terminal, reducing cumbersome efforts and time to locate the documents physically. • Dependency of record room staff reduces. • Undesirable records can be easily weeded out after keeping the soft copy for future reference thus reducing the storage space requirements.

3. Architecture of proposed solution

4. Process & Implementation • RECEIPT OF FILES : The case files are received in Basta and a list of cases, type and year is prepared and cross tallied with the receipt. • INDEXING OF KEY FIELDS : Each file on defined parameters including Case No, Year, Case Name, etc. in addition to any other parameters that are defined by the Client. The scanned image and the key fields indexed would be stored using the Document Management system.

5. Process & Implementation • MANUAL FILE PREPARATION : Each individual file folder is to be opened and pages taken out for scanning. As the pages may have attachments with pins, tags etc; these are to be removed to enable them to be scanned. In addition, the nature and quality of pages to be scanned are to be inspected and necessary measures such as fixing of form pages etc would also be undertaken. As the methodology to be used by us involves the use of high end ADF scanners that require a continuous feeding of input pages to achieve the required output, the pages have to be arranged accordingly. • PRINTING OF THE INDEXES : Bar code separators along with indexes entered are printed and checked.

6. Process & Implementation • BINDING & RETAGGING : Binding the pages of the files, rebinding books etc. and restore the file in the condition receive originally. Returning the files to record room after verification and tallying with the record of the files received. • SCANNING : of all the documents in a particular file folder of the marks statement. Viewed in the light of the nature of documents to be scanned within the stipulated time frame the ideal solution that we would implement would be the use of high end ADF scanners. The high end scanners such as KODAK/SCANMAX are capable of handling stringent demands both in term of volumes & size and contents of documents including crumbled, torn and dirty documents in ADF mode with adjustable dpi resolution, double feed detector and adjustable feeder.

7. Thank You Rupendra Bansal 496, Devi Nagar, New Sanganer Road, Jaipur Ph- 0141-2290090, 09829164594 e-mail info@elleen.in