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

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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


Digitization of old records

Digitization of old records


Difficulty in scanning and photography

Difficulty in scanning and photography


Chosen method meta data creation

Chosen method: Meta data creation


Agency s scope in data capturing

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.


Agency s related responsibilities

Agency’s related responsibilities


Proof of concept poc

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.


Learning from poc

Learning from POC


Learning from poc continued

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.


Deed digitization software morut

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.


Basic features of morut

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.)


Data capturing screens

Data Capturing screens

1

2

Deed details

3

Index 1

Index 2


Output from the software

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.


Data entry centre dec process flow

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


Data entry centre dec process flow1

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


Quality assurance plan

Quality Assurance plan


Responsibility matrix

Responsibility Matrix

1

Infrastructure

2

Production


Risk and contingency plan for dec production

Risk and contingency plan for DEC production


Resource deployment plan for each dec

Resource deployment plan for each DEC


Time and cost for 1 st phase

Time and cost for 1st phase


Analysis of adopted method for digitization

Analysis of adopted method for digitization


Thank you

Thank you


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