Newgen Case Study on Digitization of Documents using Newgen DMS solution for IGCAR, BARC.

1. Case Study GOVERNMENT/EDUCATION
SOLUTIONS FOR BUSINESS PROCESS & CONTENT MANAGEMENT
Digitization of Documents using Newgen
DMS solution
For a leading Government research organization
Overview
Indira Gandhi Centre for Atomic Research (IGCAR) was established in
1971 and is the second largest establishment of the Department of Atomic
Energy after the Bhabha Atomic Research Centre (BARC). The
organization is located at Kalpakkam, 80 KMs south of Chennai in the state
of Tamil Nadu. IGCAR was setup with the prime objective of conducting
broad based multidisciplinary programs of scientific research and
advanced Engineering, aimed at natively developing sodium cooled Fast
Breeder Reactor (FBR) technology, in India.
The Challenge
To enable easy accessibility of the study materials, benefits of digital
content and better storage of valuable information, the IGCAR library
Key Benefits recently deployed Document Management Solution from Delhi based
! Digitization of Documents Newgen Software Technologies.
! Web-based access to reference
materials IGCAR has nearly 2500 employees that consist of both research and non-
! Smooth Implementation research staff. The organization has a comprehensive library that houses a
! Streamlined processes perpetually growing collection of books, journals, periodicals, research
! Intuitive interfaces papers and magazines. The Library was setup to allow access of these
! Cost Effectiveness documents to employees. The prevailing system was proving to be
! Efficient use of resources due inefficient and cumbersome considering the challenge of maintaining and
to centralization of systems managing large volumes of research work and various types of study and
reference material.
Another problem faced by the library was making documents and
reference material available to employees on-time and at all times. This
became a bigger predicament when multiple employees required the same
study or reference material. This directly resulted in frustration and
dissatisfaction among employees. Furthermore, although the management
understood the importance of electronic content, they encountered a
technological roadblock in converting printed documents into electronic
formats. With such a wealth of physical documents, IGCAR also faced
difficulties with regards to storage of these documents, as they were taking
up a considerable amount of space. The current manual system of tracking
the reference materials was also proving to be inadequate
The Newgen Solution
After scoping and analyzing the market for an appropriate solution,
IGCAR selected Newgen to digitize its library and make its operations
systematic, efficient and less cumbersome. Newgen recommended that
www.newgensoft.com

2. Case Study GOVERNMENT/EDUCATION
SOLUTIONS FOR BUSINESS PROCESS & CONTENT MANAGEMENT
IGCAR implement its customized solution that comprised of OmniScanTM
and OmniDocsTM products. OmniScanTM would facilitate scanning,
indexing and uploading of images of all physical documents to
TM
OmniDocs . Once here, the documents would be stored, managed and
archived. By using rights-based access, all employees would be able to
Newgen Software Technologies simultaneously access books, periodical and journals.
Limited is the market leader in
Business Process Management
(BPM) and Enterprise Content The Newgen team provided initial training to the library and IT staff at
Management (ECM), with a global IGCAR. The total process of implementation was completed within two
footprint of about 750 installations weeks.
in over 35 countries. More than 100
of these implementations are large, The Benefits
mission-critical solutions deployed
! Digitization of Documents: Enabled creating, capturing, managing,
at world's leading BFSI, BPO and
Fortune Global 500 companies. delivering and archiving large volumes of documents and content material.
! Web-based access to reference materials: The availability of
Newgen is recognized by documents online has permitted Web-based access to all reference material
distinguished analyst firms like in the library.
Frost and Sullivan as A 'Hot ! Smooth Implementation: The Newgen team was able to provide the
Company to Watch for' in their client with the best solution and implemented it in two weeks. The also
global ECM Market report, 2009
ensured seamless migration to the digital environment in the shortest TAT
and by IDC in its exclusive report
“Newgen Software: Global Leader possible.
in Business Process Management ! Streamlined processes: All processes in the library have been
and Document Management streamlined. Moreover, the solution has surmounted storage issues and
Solutions”. Newgen is a winner of improved the overall efficiency of the staff.
prestigious award, such as CNBC- ! Intuitive interfaces: Flexible and intuitive interfaces to scan, publish
TV18, “Emerging India Award and share documents.
2008”.
! Cost Effectiveness: Costs involved in procurement and maintenance of
With HSBC and SAP investment, study and reference materials have been drastically reduced. Digitization
Newgen is one of the rare product of systems has also meant reduction in man power requirements and
companies to have backing of both associated costs.
leading financial and technology ! De-centralization of systems: Efficient use of resources due to
companies of the world. Newgen’s centralization of systems.
Quality Systems are certified against ! Data Security: In-built security features enabling security of all
ISO 9001:2008 and Information documents.
Security Standard, ISO 27001:2005.
! Employee Satisfaction: Enabled management of images and electronic
Newgen has been assessed at CMMI
Level3. documents in a single, central repository that can be accessed and shared
among multiple users across departments and locations. The inbuilt
adaptive workflow system allows the staff to efficiently route and track
documents.
Newgen prestigious clients include HSBC Bank, Deutsche Bank, Hua Nan Bank,
ABN Amro Bank, ICICI Bank, IDBI Bank, State Bank of India, ING Vysya Bank,
CitiFinancial, RAK Bank, Bank of Tanzania, Max New York Life, Bajaj Allianz,
Royal Sundaram Alliance, Unilever, Philips, GE Countrywide, EXL, Satyam Nipuna,
iGATE, Core 3, Ranbaxy, GSL, Kenyan Airways and SEC Phillipines.
Corporate Office US UAE
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CS-IGCAR
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