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
