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Digitize document management solution
- 1. DIGITIZE DOCUMENT MANAGEMENT SOLUTION BY- Compton Computers Pvt. Ltd. Anshika Mishra Pre-Sales Executive
- 2. NEED ⢠Important document may: a. Damage b. Misplace c. Stolen Which may cause financial loss. ďą Security of Documents ďą Loss of Productive time ďą Instant Retrieval
- 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. ACTIVITIES Activities before digitization Activities during digitization Activities post digitization
- 6. RECEIVING DOCUMENTS TO BE SCANNED
- 7. 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
- 8. SCANNING & QUALITY CHECK
- 9. 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
- 10. 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.
- 11. 1 â˘Smallest details legibly captured 2 â˘Completeness of details 3 â˘Dimensional accuracy compared with original 4 â˘Scanner generated speckle 5 â˘Completeness of overall image area 6 â˘Density of solid black areas 7 â˘Color fidelity ďą Random sampling of pages scanned to check quality
- 12. 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.
- 13. 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
- 14. STORAGE Make a copy on External storage STORAGE OF PHYSICAL RECORDS
- 15. PHYSICAL DOCUMENT STORAGE ⢠Pest Free ⢠Fire Proof ⢠Water Proof ⢠Limited Access ⢠24 X 7 Monitoring ⢠Fully Guarded ⢠Iron Body
- 17. BENEFITS ⢠Improved Content Management ⢠Reduced Retrieval Times ⢠Increased Productivity ⢠Reduced Costs ⢠Secured Access ⢠Accountable
- 18. SUMMARY Collect documents from heap of documents
- 19. Unstapling
- 20. STACKING
- 21. SCANNING
- 22. QUALITY AUDIT
- 23. STORE DIGITALLY
- 24. CONNECT WITH SHAREPOINT SERVER
- 25. INDEXING
- 26. ARCHIVING
- 28. COPY ON EXTERNAL STORAGE
- 29. STAPLE AND STORE PHYSICAL RECORDS