Document & File Management

With Digitization, iDOC and RFID

Services Proposed• Scanning and Digitization of old documents• Storage of digitized documents in iDOC DMS• Hard copy management• RFID (Radio Frequency Identification)

Scanning & Digitization

Scanning & Digitization

• Pay-per-click billing method• Complete data security and storage (ISO

27001:2005)• High quality control (ISO 9001:2008)• Digitization of all sizes of papers• Output in desired format• Fastest delivery and uptime

(200 images/minute)

Document Management System

Document Management System• Workflow creation• Easy and customizable meta-tagging system• Document sharing facilities• Tight permission for document viewing,

–Global Right–Public Right–Private Right

• Customization and creation of supported file extensions.• Multi company & Concurrent use• Zip file can be uploaded and extracted• Provision for Doc Properties and Document Activities• Document Versioning, retrieval• Email facility for documents from the repository.

Hard Copy Management

Gathering all the old documents that have been piling up for years

Segregated according to your convenience, be it by date, time, alphabetical order, user, creator etc.

For torn, faded, old papers, to revive clarity

Classified and processed hard copies are kept back in Shelves/ cupboards etc.

RFID for Document Security & Control

• WHAT IS RFID? The use of Radio Frequency technology to enable data exchange between reading devices and items carrying RFID tags. RFID does not require line of sight or contact between the readers and tags.

• WHAT CONSTITUTES RFID SYSTEM? One or more RFID tags, One or more Reader, One or more Interrogators, One or more Host computers, Appropriate Software

• RFID TAGS – Memory : Size (16 bits - 512 Kbytes +) Read-Only, Read/Write or WORM– Arbitration (Anti-collision) : Ability to read one or many tags at a time and

write one by one. – Frequency : 125KHz – 2.45 GHz– Size : Thumbnail to Brick sizes – Type: Hard or soft forms

RFID Tags

Active - $$$Tags transmit RFID signal

Battery powered

More Read Range

Passive - $Reader transmits RFID Signal

Tag reflects reader’s RF signal

Less Read Range

Nature OF RFID TAGS RFID DIAGRAM

RFID Components

How RDID System Works

Devices RequiredPRINTER/ ENCODING DEVICE

• HF & UHF Modules• Encode tag and print

information simultaneously

READER

• Receive binary information from reader

antenna and converts to digital• Feeds data to middleware or enterprise

system• May process some data, but usually

processing occurs in middleware– Time is of the essence– Grab as much data as possible, let

software filter

Devices Required

ANTENNAE

•Required for reading data on tag•Transmit and Receive analog

signals•Controlled by a Reader

MIDDLEWARE SOFTWARE

•Dictates to printers/encoders what to encode

on the tag•Tells readers when to look for tags•Receives data from readers

–Performs necessary filter•What does the data on the tag mean?

–Number that refers to something–Where should the data go, a database,

ASN

Frequencies

RFID Workflow

Problems & SolutionsProblem & Solution of Scanning & DMS

Problems (Pre-Digitization)

Solutions (Post Digitization)

Disorganized Documents Organized Documents

Hard Copy System Paperless Office

Manual Document Sorting Automatic Indexing

Time consuming Search Fast Retrieval

Manual transportation – postal & delivery issues

Shared through e-mail, linking etc

Problems & SolutionsProblem & Solution of DMS (iDOC)

Problems (Pre-Digitization)

Solutions (Post Digitization)

Manual storage of documents

Simple uploading of scanned copies

Poor document security Assured access control, security

Only physical access at location

Digital access via handheld devices

Utter mismanagement Easy management

Wastage of work hours Increased productivity

Problem & Solution RFID

Problems (Pre-RFID)

Solutions (Post RFID)

Unlikely document movements

Restricted document movement

Poor/no tracking of document mobility

Assured tracking of document mobility

Mobility reason cannot be detected

Person/ reason for misplacement is tracked

Only cameras can track document mobility

Tracked without any human interference

Poor document security Enhanced security

A Gatereader?

Library Antitheft

QUESTIONS????

Thank you

Presented by:Sanchari Das &Debolina Choudhury