DIGITIZE DOCUMENT MANAGEMENT SOLUTION

BY-

Compton Computers Pvt. Ltd.

Anshika Mishra

Pre-Sales Executive

NEED

• Important document may:

a. Damage

b. Misplace

c. Stolen

Which may cause financial loss.

Security of Documents

Loss of Productive time

Instant Retrieval

• Less Storage space for preserving the documents

• Reduction in overall Searching time.

• Increase in productivity of processes and office personnel

• Import-Export feature of the DMS with applications

• Reduced turnaround time of processes

• Increase control over all the important digitized documents by restricting access.

ACTIVITIES

Activities before

digitization

Activities during

digitization

Activities post

digitization

RECEIVING DOCUMENTS TO BE SCANNED

WHAT EXACTLY SOLUTION IS??

1• Proper paper work before the custody of document.

2• Index all documents in some chronological order

3• Pick out stack for scanning

4• Unstapled and segregate all documents

5• Ironing of documents if paper is folded

6• Place clothing beneath the documents if condition is worse

7• Stack Documents for scanning

SCANNING & QUALITY CHECK

WHAT IS THE PROCESS??

Properly stacked documents should

inserted into the scanner one by one

QUALITY

AUDIT

BAD GOODImage Resizing,

Croping, Rotation

etc.

Store digitally

- DE skew

- Contrast Ratio Setting

- Removal of black spot

If document is not

visible, scanning can

be done in Gray Scale

QUALITY AUDIT........ HOW?

• Periodic testing and cleaning of scanning equipment

• Careful preparation of documents to be scanned

- staple removal

- unfolding corners

• Removal of Black Spot

• Providing equal margin all around the text.

1 •Smallest details legibly captured

2 •Completeness of details

3 •Dimensional accuracy compared with original

4 •Scanner generated speckle

5 •Completeness of overall image area

6 •Density of solid black areas

7 •Color fidelity

Random sampling of pages scanned to

check quality

IMAGE ENHANCEMENT

must be corrected by rescanning the records so that the image appears straight

If image is not clearly readable reset the PPI (pixels per inch) setting on the scanner to a setting higher than 200 PPI and scan again. Keep increasing the PPI until the record is as readable as possible.

TRANSFERRING DATA ON SHAREPOINT

Windows Server

SQL Server

SharePoint Server

DMS

Archiving

Indexing

Intranet

MS Project

Physical Hardware of Server

PHYSICAL

HISTORICAL

DOCUMENTS

INFORMATION

COMING

FROM AXAPTA

STORAGE

Make a copy on

External storage

STORAGE OF PHYSICAL RECORDS

PHYSICAL DOCUMENT STORAGE

• Pest Free

• Fire Proof

• Water Proof

• Limited Access

• 24 X 7 Monitoring

• Fully Guarded

• Iron Body

24X7

MonitoringAccess

Control

GuardPest Control

BENEFITS

• Improved Content Management

• Reduced Retrieval Times

• Increased Productivity

• Reduced Costs

• Secured Access

• Accountable

SUMMARY

Collect documents from heap of

documents

Unstapling

STACKING

SCANNING

QUALITY AUDIT

STORE DIGITALLY

CONNECT WITH SHAREPOINT SERVER

INDEXING

ARCHIVING

DOCUMENT REPOSITORY

COPY ON EXTERNAL STORAGE

STAPLE AND STORE PHYSICAL RECORDS