Integrated Document Management

and File Movement System

- By Strategic Outsourcing Services Pvt. Ltd.

Knowledgeable & specialized IT experts gave us

“Meta-Data” to work with; whereas users in

government departments worked with documents & files, which got

dispensed with

“rule based processes”.

What is needed?Relevant systems based on

Document Management, File Movement,

File Tracking & Rule Based Workflow Automation Systems

What was given?The users were given file reference

numbers to track the file.

User is not interested in the reference numbers.

We provide a system in which the file & documents are available to work with. User needs the information as and when the need arises. It is no use having a system, which cannot make available the information when it is needed most, & where it is needed most; be it local or remote desktops, with the same speed & efficiency.

Our attempt here is in presenting a “Solution framework” which is fit for immediate deployment in government department, which is general purpose, which does away with long duration “System Requirement Studies“, numerous projects review & eliminates endless wait for Software project deliverables & takes care of IT hardware obsolescence.

Further, most importantly our solution framework, allows the government officials, freedom to work, the way

they are used to.

Mostly the government functionaries work with documents, files & the way they work is governed by fairly well established rules/regulations which for certain reasons might have become cumbersome for extracting unfair advantages in some cases or due to lethargy or carelessness on part of concerned; but all these are due to wrong interpretation of the basic essentials of honest good governance (practices evolved over such long periods).

Our DMS & FMS aims at eliminating paper documents.

The system achieves a variety of objectives:

• Upgrading official document printing quality,• Monitoring of official document working flow,• Strengthening of document management, • Easy access to archived files and queries, • Advanced image scanning• Automatic document numbers and barcodes.

This system is designed to simplify the official documentary workflow and emphasizes user friendly web page operation and automation archiving procedures.

Advanced softwares and work flow control techniques were used to develop the DMS & FMS.

The system is ready to incorporate the online Authorization procedure via the intranet of Administration Knowledge management in the immediate future.

Solution framework involves integrated Document management & File Movement system with work flow & form handling systems for basically document image processing & paperless output archival & distribution system generically called as Report Management Solutions.

Though dramatic reductions in equipment costs over the last few years have made Document Image Processing an increasingly attractive solution, ignorance of technology is another stumbling roadblock in paperless office environment.

Report Archival and Distribution

Directly

view the searched page

Report Generation Systems

Loan System

Banking System

ATM System

Available Reports

Quer y Area

Result of search criteria

Input System

AFP / ASCII(txt, prn, spool files)

Layout Definition

Format of the report is defined

Compression & Storage

Building Indexes & storing in compressed form

Client

SearchEasy to use Query tool

Notes Ar ea Report Page

Other opti ons Display

The Process ….

Files

First step towards paperless office begins with “Document Image Processing” which basically involves two major classes of application:

Document Archival and Retrieval (Simplest of all & more easily understood requirement)Document Workflow Automation (Difficult & time consuming but is the one ultimately needed most)

Document Archive and Retrieval Image Processing is concerned with simply replacing paper storage and filing by electronic movement of records. It is most effective under following conditions:

The volume of information is high.Filing space is expensive (e.g. prime office space), yet frequent access to large archives is necessary.Multiple accesses to single document are necessary.

The Document Management System offers support for all stages of the document life cycle. Documents may be brought into the system by faxing, scanning, emailing, or simply uploading into the cabinet. Therefore, both paper and electronic documents are supported. Uploading by FAX allows the liberty to upload documents even when Internet access is not available.

File Movement System automates file movement within the different departments of an organization thus introducing a transparency in a system where volume of files generated is very high. 

This system provides instant tracking of any new file generated on the basis of date, subject, file number, section, location etc., and it also generates a single register for the reference of the individual section. 

Automation of the File movement with an organization

Tracking of files Monitoring of inward/outward of

all files.

Feature List File's Origination status. File's Movement Status in the Department. Status Related to Exact Location of file. Remarks set by the person Concerned During Escalation

Status. Advanced Search on various Parameters (Date, File no,

Section, Title, File Created By, Status, Party, Physical location).

Find out file in case the file is misplaced.

Benefits Improve decision making with real-time metrics and role-

based Dashboards. Advanced search on various parameters can be done. Complete file life cycle is available online, hence

Management can always keep hold of response time. In the case of adverse situation, like a file is on hold or

escalated for some reason, information is stored along with the comments of the authorized officer.

from Case worker to Deputy Commissioner across various departments

1. Server Side :

Hardware : PC file server 

Software : Any Open Architecture Software / As required by the Government office

2.Client Side : Web browser and PDF reader

Vodafone, Bangalore Airtel, Hyderbad ICICI Bank, Bangalore Kotak Mahindra Bank Standard Chartered Bank Judicial Department, Raichur Frankfin, Delhi BSNL, Karnataka Hippo Campus Infotech, Vizag Hippo Campus Media services, Vijaywada Jina Technologies, Hyderbad HUDA, Andhra Pradesh BJP, Karnataka