Technically, the term digitization means conversion of various types and formats of information like text, audio, images, drawings and videos, into a single binary code. It represents the capturing of analog signals in digital format.
2. Informational content in media
•
Old and Archived News Papers
•
Press Releases
•
Visiting cards and leads’ information
•
Video clips
•
Sound bites
•
Forms
•
Advertisement, marketing & PR documents
•
Research materials
3. What do you do with these
information?
•
Archive them in go-downs?
•
Save them in your personal system?
•
Accumulate them in your diaries?
•
Store them in a common official repository (physical or
virtual)?
•
Keep them in your portable devices?
•
Make multiple files and stack them?
4. Leading to problems like…..
•
Lack of security - as any body can break into your go-down, get
into your repository, or use your PC to access your documents, videos, sound
bites, clippings, leads etc.
•
Poor access when needed - an employee, who has no
access to go-downs or a password secured PC, cannot access crucial
information at the time of requirement.
•
Confusion-Storing multiple information across various places leads to
confusion regarding its whereabouts, especially if the content is too old or
archived.
5. Leading to problems like…..
•
Location Restriction- You cannot access the hard documents
outside your office premises, unless they are stored in your portable devices.
•
Mismanagement- As no one, is able to keep a track on the large
quantity of documents and information, accumulating cumulatively.
•
Misplacement-Chaotic storage systems automatically leads to
misplacement, and thereby, important materials cannot be retrieved during
hours of needs.
•
“First come first serve”- As no scope for concurrent or
simultaneous usage, if more than one person requires the material at the same
time.
7. How can iDOC DMS help?
•
One common web, cloud based repository
•
Sharing from one platform
•
Multiple accounts for multi-company
•
Address, floor, room, department wise storage segregation
9. •
Bulk moving, copying, pasting, downloading and uploading
•
Drag and drop facilities for uploading and other relevant
activities
•
Users can comment, like and rate the documents
•
Search using keywords from existing comments
•
Bookmark, web document, folders creation
•
Estimated upload & search time is revealed
•
Tool tips facilities
•
Document Versioning & Retrieval
•
Documents can be arranged using list and icons
•
Sorting of documents by names, type, size and date
•
Pre-defined pagination while searching a document
•
Search facility resembles the Google search model
•
Dynamic dropdowns, suggesting possible search queries
User Experience
10.
11. Document collaboration and
workflow•
Workflow creation
•
Easy and customizable meta-tagging
system
•
Document sharing facilities
•
Tight permission for document viewing,
–
Global Right
–
Public Right
–
Private Right
•
Customization and creation of supported
file extensions.
•
14. Hardware Requirements
Applicable system standards
Supported latest browsers with Adobe
Flash Plugins: Mozilla Firefox, Google
Chrome,
Internet Explorer 9
Dedicated systems/servers
Adobe Flash, PDF Plugins for browsers
Screen Resolution: 1024 X 768
Operating systems
Windows XP, Windows 7, Windows Server
20xx
Required commercial software
Xampp 1.7.3, [Apache Web server 2.2 +
MySql 5.x (for win server)]
SMTP mail service
FTP service
Hardware or platform requirements
4 GB RAM
Intel Core i3 processor
Hard disk 500 Gb
1 LAN port
If RAID enabled then additional hard disk
required.
Performance & Environmental
requirements
Internet Broadband/leased line service
with static IP
Power backup
Proxy configured (if any)
NAT configured (if any)
Http service should be accessible over
internet to outside world to view
documents