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

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
Search & Inspection – present flow management system for the retrieval of data


Digitization of old records
Digitization of old records management system for the retrieval of data


Difficulty in scanning and photography
Difficulty in scanning and photography management system for the retrieval of data


Chosen method meta data creation
Chosen method: Meta data creation management system for the retrieval of data


Agency s scope in data capturing
Agency’s scope in data capturing management system for the retrieval of data

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.


Agency s related responsibilities
Agency’s related responsibilities management system for the retrieval of data


Proof of concept poc
Proof of Concept (POC) management system for the retrieval of data

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.


Learning from poc
Learning from POC management system for the retrieval of data


Learning from poc continued
Learning from POC (continued) management system for the retrieval of data

POC process flow and observations will be detailed in the Process guide, to be prepared by the agency for approval of government.


Deed digitization software morut
Deed digitization software - Morut management system for the retrieval of data

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


Basic features of morut
Basic features of Morut management system for the retrieval of data

  • 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.)


Data capturing screens
Data Capturing screens management system for the retrieval of data

1

2

Deed details

3

Index 1

Index 2


Output from the software
Output from the software management system for the retrieval of data

Index 1

Index 2

Text files of Index1 and Index2 can be generated from the database by indicating year and book volume number.


Data entry centre dec process flow

Inward Physical management system for the retrieval of data

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


Data entry centre dec process flow1

Inward Physical management system for the retrieval of data

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


Quality assurance plan
Quality Assurance plan management system for the retrieval of data


Responsibility matrix
Responsibility Matrix management system for the retrieval of data

1

Infrastructure

2

Production


Risk and contingency plan for dec production
Risk and contingency plan for DEC production management system for the retrieval of data


Resource deployment plan for each dec
Resource deployment plan for each DEC management system for the retrieval of data


Time and cost for 1 st phase
Time and cost for 1 management system for the retrieval of datast phase


Analysis of adopted method for digitization
Analysis of adopted method for digitization management system for the retrieval of data


Thank you

Thank you management system for the retrieval of data


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