User Experience Engineering Services

Milind KumthekarSolution Architect and Techno commercial consultant

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Challenges of DMS with DigitizationIn large government organizations, educational institutes or public facing institutes the normal challenge is:

To get appropriate and relevant bunch of documents as single set

Routing these documents to appropriate library and route them for further processing

moving this set to appropriate authorities for review and approve as per defined workflow

ensuring no changes are made to original content

Still allowing authorities to add comments and remarks on individual document as part of review approve process

Preserving these documents and comments for future reference like RTI application or public views etc.

Ensuring that only authorized people can view or take decisions on these documents

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Digitization Project Business Objectives

• Secured retention of paper content for longer life

• Low content retention cost per document

• Globally accessible by citizens and department users on latest

gadgets

• Secured content even when accessed from any where without

possibility of changes to content

• Assured safety and recovery of data

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Solution Objectives:

System Objectives considered to satisfy business needs are:

• Web based solution

• Role based controlled access to the system

• Well-structured document repository with digital rights management

• Quality controlled digitization of documents

• Efficient search and view of digitized documents on the basis of captured

metadata

• Long term data availability with anti-theft, backup and disaster recovery

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DMS with Digitization Solution FeaturesScanning and capture Requirements:

• System should support single scan and batch mode

• System should scan multipage document as single file

• System should support color and black and white scanning

• Documents to be scanned of size A4 to A2

• System should capture existing scanned images in pdf or tiff formats from share drive

• For barcoded documents, capturing system should read barcode and fill appropriate

metadata other information from location based on barcode

• System should capture metadata for scanned and captured documents

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DMS with Digitization Solution FeaturesQuality Control and Document Routing:

• Quality control of scanned documents should include

• de-skew (to make images straight)

• Contrast ratio setting

• Cropping

• cleaning of images for removing black noise around the text

• de-speckle (remove noise) (Removing small dots between the text)

• Documents should be made available for viewing only after required quality control

• Routing of documents respective document library on the basis of content type. For Example: Invoice documents, proposal documents, Student Admission documents tec.

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DMS with Digitization Solution FeaturesDocument Management and Document Rights Management (DRM):

• Documents storage in web accessible repository with versioning

• Digitized Documents must be available in defined folder structure

• All documents must support full text search and search based on metadata indexing

• Documents should display selected metadata when opened for viewing

• System should highlight area on captured image while user navigates using metadata fields

• Digitized copy must be available in read only form

• Document viewing should support mobile, desktop and laptop client

• Digital rights of view only, view and download, view and print should be available on the basis of user

groups

• Documents repository must implement customer guidelines for data backup and disaster recovery

• System should raise alert on document theft, document upload to read only library

• Dashboard should be available showing published documents, publish pending documents,

documents published with metadata corrections, documents not published with reason

• System should maintain system logs for document library

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Support for Gamification using SharePoint:Solution Blueprint:

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DMS Digitization Operational Structure

Receive Documents from Client Enter document details “In Scanning

Register” Prepare batch with barcode

separator Scan the documents in the batches Document Quality Control and

capturing indexing data PDF file generation Verify and approve the corrections

Return documents required for Rescanning

Quality Correction Upload documents to SharePoint

Library with indexed data Publish documents for viewing

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Digitization Project Benefits

Globally accessible solution

Documents/ Set viewing on mobile, desktops and laptops

Preserving document content as replica of original

Secured and long lasting preservation of document content

Easily to explore, view and search content

Annotate, redact the content without changing original content

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Company Snapshot: 2006-2014

Social Workplace Enablement Product Engineering

Cloud Enablement

Mobile Application Development

Listed by NASSCOM as amongst the top 50 emerging companies

Winner of Maharashtra State IT Award 2010

Silicon India has selected SpadeWorx as amongst the Top 10 Most Promising IT Services companies to watch out in 2010

Creator of User Centered Software Engineering of UCSE™ methodology

Customer Locations:• USA, Canada, UK, Netherlands,

Singapore, Australia and IndiaGlobal Offices:• HQ in Pune India, • Global Offices in USA, UK and

Singapore

150+ Projects

125+ Employees

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About author:

Milind Kumthekar is in IT for last 23 years. He is solution architect and Techno Commercial consultant with SpadeWorx Software Services. For any further details mail him at Milind.kumthekar@spadeworx.com