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Scanning of old documents and development of document management system for the retrieval of data

Scanning of old documents and development of document management system for the retrieval of data. IGR & CSR, West Bengal. 11-January-2013. Search & Inspection – present flow. Digitization of old records. Difficulty in scanning and photography. Chosen method: Meta data creation.

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Scanning of old documents and development of document management system for the retrieval of data

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  1. Scanning of old documents and development of document management system for the retrieval of data IGR & CSR, West Bengal 11-January-2013

  2. Search & Inspection – present flow

  3. Digitization of old records

  4. Difficulty in scanning and photography

  5. Chosen method: Meta data creation

  6. Agency’s scope in data capturing In double entry method same data is entered twice by two different operators. During the 2nd entry mismatch with 1st entry is automatically detected and alerted.

  7. Agency’s related responsibilities

  8. Proof of Concept (POC) Pilot project was executed in District Registrar’s Office at Alipore and Addl. District Sub-Registrar’s Office at Diamond Harbour on 155 Book Volume/ Index Registers. Details of data captured and delivered to NIC are as follows.

  9. Learning from POC

  10. Learning from POC (continued) POC process flow and observations will be detailed in the Process guide, to be prepared by the agency for approval of government.

  11. Deed digitization software - Morut Morut: The Software System developed for digitization and management of digitized deeds, featuring a gamut of tailored modules to manage deeds.

  12. Basic features of Morut • Double Entry system to ensure maximum possible quality and integrity of the data. Field level alerts for mismatched entries will be shown to the user. How it works • Strong encryption of records to ensure security and avoid tampering. • Full audit trail and audit trail management. • Plug-in with B’zer, integrated document management system. (Can be plugged in, if volume registers of some of the years are found to be fit for scanning and planned to scan) • Optimized checklist printing for different types of printers (Dot Matrix, Laser jet etc.)

  13. Data Capturing screens 1 2 Deed details 3 Index 1 Index 2

  14. Output from the software Index 1 Index 2 Text files of Index1 and Index2 can be generated from the database by indicating year and book volume number.

  15. Inward Physical Volume Control Sheet Initiation Data Entry Quality Check Exception Handling Data Entry Centre (DEC) Process flow Checklist Printing Re-work/ Correction Outward Physical Volume Delivery of District/Year Wise Data Departmental QC With Check list printing UAT sign off Final List Print

  16. Inward Physical Volume Control Sheet Initiation Data Entry (New) Data Entry 2nd Time Exception Handling Data Entry Centre (DEC) Process flow Outward Physical Volume Delivery of District/Year Wise Data Departmental QC UAT sign off Final List Print With double entry

  17. Quality Assurance plan

  18. Responsibility Matrix 1 Infrastructure 2 Production

  19. Risk and contingency plan for DEC production

  20. Resource deployment plan for each DEC

  21. Time and cost for 1st phase

  22. Analysis of adopted method for digitization

  23. Thank you

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