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Digitize document management solution

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every organization needs a proper document management system to manage their documents.

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Digitize document management solution

  1. 1. DIGITIZE DOCUMENT MANAGEMENT SOLUTION BY- Compton Computers Pvt. Ltd. Anshika Mishra Pre-Sales Executive
  2. 2. NEED • Important document may: a. Damage b. Misplace c. Stolen Which may cause financial loss.  Security of Documents  Loss of Productive time  Instant Retrieval
  3. 3. • 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.
  4. 4. ACTIVITIES Activities before digitization Activities during digitization Activities post digitization
  5. 5. RECEIVING DOCUMENTS TO BE SCANNED
  6. 6. 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
  7. 7. SCANNING & QUALITY CHECK
  8. 8. 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
  9. 9. 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.
  10. 10. 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
  11. 11. 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.
  12. 12. 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
  13. 13. STORAGE Make a copy on External storage STORAGE OF PHYSICAL RECORDS
  14. 14. PHYSICAL DOCUMENT STORAGE • Pest Free • Fire Proof • Water Proof • Limited Access • 24 X 7 Monitoring • Fully Guarded • Iron Body
  15. 15. 24X7 Monitoring Access Control Guard Pest Control
  16. 16. BENEFITS • Improved Content Management • Reduced Retrieval Times • Increased Productivity • Reduced Costs • Secured Access • Accountable
  17. 17. SUMMARY Collect documents from heap of documents
  18. 18. Unstapling
  19. 19. STACKING
  20. 20. SCANNING
  21. 21. QUALITY AUDIT
  22. 22. STORE DIGITALLY
  23. 23. CONNECT WITH SHAREPOINT SERVER
  24. 24. INDEXING
  25. 25. ARCHIVING
  26. 26. DOCUMENT REPOSITORY
  27. 27. COPY ON EXTERNAL STORAGE
  28. 28. STAPLE AND STORE PHYSICAL RECORDS

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