Technollogy - Data Digitization of Legacy Record

A DMS (Document Management Systems) is a solution to maintain the historical physical files in digital format. The solution caters the following features:

•         Capture of documents by scanning and bringing them into the system

•         Tagging of the documents and link the textual data with the file

•         Storing and archiving

•         Indexing and retrieving tools for document search

•         Distribution for exporting documents from the systems

•         Security to protect documents from authorized access

•         Verification and approval of the digitized data

•         Audit trails

SCANNING & INDEXING WORK FLOW

           

Capture of documents for bringing them into the system

·        Imaging or Scanning:

o   The scanner would be mobile based scanner as depict in the diagram. In the suggested solution the mobile scanner is mounted on top. The files will be placed on bottom with white background.

·        Resolution standard:

o   Normally scanning at 200 dpi is recommended,

o    Maximum dpi limit can be up to 600.

Capture of documents for bringing them into the system:

•         OCR: Optical Character Recognition- for printed material(in this case scanning at 300 dpi is recommended)

•         ICR : Intelligent Character recognition that recognizes handwritten and printed text as alphanumeric characters

•         Zone OCR:  Zone OCR enables automated document indexing that reads certain regions (zones) of a document and then places information into the appropriate index template fields

•         Annotations: These permit the users to append or remove information about a document that has been captured without permanently changing the original image. Highlighting, Stamps, Redactions (black-outs or white-outs) and Sticky notes are among the most common

Storage options

·        Magnetic Media (Hard Drives): It includes

1.      RAID - Redundant Array of Independent Disks

2.      NAS Network Attached Storage and

3.      SAN Storage Area Networks

·        Magneto-optical Storage

·        Compact Disc

Indexing and Retrieving Tools:

·        Through Index

·        Full Text Indexing

·        Folder File structure

Challenges:

·        Computer Malfunctioning

·        New Technologies

·        Backup in different Media

·        Disaster Management: We can store backup data in different Seismic Zone

·        Data Security/Data Theft

Thanks,

Shivraj Singh Dabi