PoC Requirements for PRO Document management system

Currently documents are stored company wise in physical files in different cabinets. When documents are needed to be sent out then PRO search, extract and track it manually.

1. Below are the storage requirements from software: All documents should be scanned and soft copies should be available online at a

central location to help sharing of scanned copies or taking printout, etc All documents should be identified by companies. Overall indexes for the purpose

of PoC are given below based on which document storage, retrieval, tracking and reporting will be done. Name of Company List of Sponsor/s List of Shareholder/s List of Owner/s of Document Type of Document (MOU, Amendments(AMD), Title deed(TD), etc) Date of Document Date of Expiry Date of renewal needed Base Location of Document (To be selected from Location Master) Current Location of Document Soft Copy location: Link to be provided (Ex:

Root/Company/Document_Type/…) File damaged at time of storage: Yes/No RFID Tag number

Every document should be given a nomenclature and meaningful name of soft copy and software should be able to search document based on document nomenclature, name, any index and content based search. Nomenclature of soft copy of file is (Company)_(Document Type)_(Number)_Date

Physical documents should be tagged with a RFID tag to identify the file and its index values,

Physical storage location should be given a nomenclature or identifier to identify exact location of storage. Nomenclature to be followed: (Office Name)_(Office Location)_(Floor)_(Area)_(Cabinet)_(Rack). All locations should be marked with bar code to identify the locations . Indexes for locations are given below: Office Name Office Location Floor Area Cabinet Rack RFID Tag Number

All document should be scanned, soft copy should be stored in server and physical copy should be stored in identified location and first time data entry should be made for file and location details.

All document should be associated with only one physical location at a time.

2. Below are the requirements for release, tracking and receipt of physical files:Overall anyone from PRO department can request for release of physical file, PRO head or another authorized person can approve and then custodian will release the file by identifying the RFID of the file to ensure file approved for release is actually released. Apart from changing the status of file from “In Storage” to “In Transit”, below details to be captured while releasing the file.

1. Issued by: Person taking out file from file location2. Issued to: Person to whom the file was handed over3. Issued from location: This is location from which file was picked up for issue.

To be picked by system.4. Date of Issue: This is date on which file was issued, default to current date and

can be changed if needed5. Sending to: This is open text field in which issuer will mention where

document is going, for example to land department or other office location etc. This will be a mandatory field.

6. File Damaged at time of issue?: Yes/No7. Issuer Comment: Issuer can mention any more details if needed. Non

mandatory field.8. Target return date: This is a date on which physical file is expected back.

When file is received then custodian should enter the RFID of file, identify the RFID of the location to which it is being stored and record receipt in system with following details and system will change the file status from “In Transit” to “In Storage”

1. Received by: The person who is receiving the file and keeping in storage2. Received from: The person who handed over the file3. Received in Location: This is the location where file was kept after receipt.4. Date of Receipt: This is date on which file was received, default to current

date and can be changed if needed5. File Damaged at the time of receipt: Yes/No6. Receiver comment: Receiver can mention any more details if needed. Non

mandatory field.

User Access rights: Following are the access controls. All users will be given access to all soft copies stored. Other access details are given below.

SN UserHOD

Manager

Custodian

File Issue Notification

File Return Notification

Delay in File return notification

Authorized to pick up file

1 PRO Head Y Y N Y Y Y Y

2PRO Manager N Y Y Y Y Y

Y

3Coordinator N N Y Y Y Y

Y

Only users identified with “File Custody” access can issue a file from a location and receive a file in a location.

Event Notifications:Notification should go to different users at following events:1. At the time of file issue –if unapproved out movement then alarm and alert. A incident case should be created for unauthorized movement and PRO head should be able to close the case after addressing the issue.2. At the time of file is received – send notification to receive the file

Scheduled notification:For delay in return notification, one scheduled program should be run daily to notify if any document return is delayed.

Smart Summary report:

User should be able to query on one or more combination of parameters given below. If all field are left blank of defaulted to “All” then show complete list.

Part of full file name Any File attribute listed above Any location attributes Any File status: If the status of “In Transit” then details of issue should be displayed Content based search

Output: File name: Hyperlink to filename should take to storage of file location on server. File attributes Location Attributes File Status: Hyperlink to show file original storage details and all transfer details. If it

was never transferred then only original file storage details will be shown.

User should be able to download the data in excel. User can use this report to get file details in any location, in transit, damaged, issued by, issued to, etc.

Transit report:There should be one report to get all history of file issue and return for a specific file or multiple files selected by user.

Add-on for Lotus notes:Add on for lotus notes is needed to integrate with software such that documents can be navigated from lotus notes itself.

Version control:Soft copy of the document should be version controlled. This feature can be given to PRO head, PRO manager and PRO coordinator. This is to address the situations in which there is slight change in the same document or scanning error was identified later and correct scan copy is needed to be uploaded for same document.

RFID pricing needed for following:RFID passive tagsRFID readerRFID PDA software to enter tag number and locate the tag.RFID sensor gates with integration to software.Separate pricing for PDA application for physical inventory count.