every organization needs a proper document management system to manage their documents.

1. DIGITIZE DOCUMENT
MANAGEMENT SOLUTION
BY-
Compton Computers Pvt. Ltd.
Anshika Mishra
Pre-Sales Executive

2. NEED
• Important document may:
a. Damage
b. Misplace
c. Stolen
Which may cause financial loss.
 Security of Documents
 Loss of Productive time
 Instant Retrieval

3. • Less Storage space for preserving the documents
• Reduction in overall Searching time.
• Increase in productivity of processes and office personnel
• Import-Export feature of the DMS with applications
• Reduced turnaround time of processes
• Increase control over all the important digitized documents by
restricting access.

4. ACTIVITIES
Activities before
digitization
Activities during
digitization
Activities post
digitization

6. RECEIVING DOCUMENTS TO BE SCANNED

7. WHAT EXACTLY SOLUTION IS??
1
• Proper paper work before the custody of document.
2
• Index all documents in some chronological order
3
• Pick out stack for scanning
4
• Unstapled and segregate all documents
5
• Ironing of documents if paper is folded
6
• Place clothing beneath the documents if condition is worse
7
• Stack Documents for scanning

8. SCANNING & QUALITY CHECK

9. WHAT IS THE PROCESS??
Properly stacked documents should
inserted into the scanner one by one
QUALITY
AUDIT
BAD GOODImage Resizing,
Croping, Rotation
etc.
Store digitally
- DE skew
- Contrast Ratio Setting
- Removal of black spot
If document is not
visible, scanning can
be done in Gray Scale

10. QUALITY AUDIT........ HOW?
• Periodic testing and cleaning of scanning equipment
• Careful preparation of documents to be scanned
- staple removal
- unfolding corners
• Removal of Black Spot
• Providing equal margin all around the text.

11. 1 •Smallest details legibly captured
2 •Completeness of details
3 •Dimensional accuracy compared with original
4 •Scanner generated speckle
5 •Completeness of overall image area
6 •Density of solid black areas
7 •Color fidelity
 Random sampling of pages scanned to
check quality

12. IMAGE ENHANCEMENT
must be corrected by rescanning the records so that
the image appears straight
If image is not clearly readable reset the PPI (pixels per
inch) setting on the scanner to a setting higher than 200
PPI and scan again. Keep increasing the PPI until the
record is as readable as possible.

13. TRANSFERRING DATA ON SHAREPOINT
Windows Server
SQL Server
SharePoint Server
DMS
Archiving
Indexing
Intranet
MS Project
Physical Hardware of Server
PHYSICAL
HISTORICAL
DOCUMENTS
INFORMATION
COMING
FROM AXAPTA

14. STORAGE
Make a copy on
External storage
STORAGE OF PHYSICAL
RECORDS

15. PHYSICAL DOCUMENT STORAGE
• Pest Free
• Fire Proof
• Water Proof
• Limited Access
• 24 X 7 Monitoring
• Fully Guarded
• Iron Body

16. 24X7
Monitoring
Access
Control
Guard
Pest Control

17. BENEFITS
• Improved Content Management
• Reduced Retrieval Times
• Increased Productivity
• Reduced Costs
• Secured Access
• Accountable

18. SUMMARY
Collect documents from heap of
documents

19. Unstapling

20. STACKING

21. SCANNING

22. QUALITY AUDIT

23. STORE DIGITALLY

24. CONNECT WITH SHAREPOINT SERVER

25. INDEXING

26. ARCHIVING

27. DOCUMENT REPOSITORY

28. COPY ON EXTERNAL STORAGE

29. STAPLE AND STORE PHYSICAL RECORDS