Tag Archive: Document archive management services

Document Digitization: protect and maximise the value of your data

Digitization has three primary objectives: first, to preserve and protect irreplaceable originals from loss or excessive handling; second, to make the information contained within them available to a much wider audience; third, to combine information from several documents to form a composite data archive.

To ensure effective digitization it is vital to understand how the digitized material will be used and what benefits they need to deliver. This is defined at the process scoping phase with a close eye on the whole life of the digitized documents, including integration with the over-arching data ad IT strategy.

The digitization process is based on the document types (scanned images, manuscripts, etc), the volume of documents (large-scale digitization, selective digitization) and the core objectives which the digitized versions need to deliver. This process should adhere to quality control and evaluation standards to ensure the long-term life of the digitization.

Steps include:

  • Selection & assessment of documents based on the clearly defined objectives
  • Prioritization & preparation of documents for digitization
  • Meta-data collection
  • Digitization of documents
  • Updating of digital records to repositories.

Prior to digitization it is important to consider how the documents will be indexed, stored and accessed by users. To this end it is essential to capture clear, comprehensive and detailed meta-data as part of the archive scope, architecture and creation.
Meta-data creation should consider and define all the relevant document attributes. It should be in accordance with the technical standards and user community defined guidelines to ensure long-term access of digitized documents.

SBL supports organizations to define and implement digitization processes. For more than a decade SBL has digitized billions of records for Government departments, Libraries and for Publishers. SBL’s ability to digitize multilingual records from different formats (including age-old manuscripts, microfilm, images) has added value to numerous international companies and organisations.

Digitize and Archive all your documents for successful e-Governance solutions.

The journey of e-Governance initiatives in India aims for a wide sector of applications with emphasis on citizen-centric services. Most of the States/UTs started various citizen- centric e-Governance projects which aim a greater impact on governance.

In spite of successful implementation of e-Governance projects across the country, e-Governance initiatives have not been fully utilized or for getting the desired impact due to various reasons.

A major hurdle / challenge faced by these initiatives is the availability of age old, physical documents in digital format. A strong digital archive of old and existing data is critical for the success of e-Governance solutions. Documents available on paper make it difficult to store,preserve and retrieve as and when it is required for references and reproduce based on the requirements.

Digital archival of these documents makes it easier to preserve these documents and make it available for decision making. SBL supports e-Governance initiatives by offering an end-to-end solution which meets the existing requirements of digital documents and also addresses the future needs.

The DAMS (Digitization & Archival Management System) solution digitizes and archives the documents and facilitates advanced search and retrieval, makes the data available in digital format for the authorized users and supports the success of citizen centric- e-Governance initiatives.

DAMS solution employs state of the art scanning technologies to preserve and scan the documents securely. DAMS supports digitization of documents on paper, charts and micro films. Speed of scanning operation, Safety of documents and security of digitized information are the major areas where DAMS solution excels.

DAMS solution offers customized solutions including multi-language support, advance/multi level search & retrieval functions with auto completion of search keywords to name a few. Further, access to the digitized documents is controlled in secure role based access policies which can be controlled by a central administrator.

SBL DAMS supports the following organizations across the country including Kerala Legislative Assembly, Himachal Pradesh Legislative Assembly, Airport Authority of India, LPSC – Department of Space, FEDO- FACT Designing and Engineering Organization, Delhi Cantonment Board, Kerala State Electricity Board, Regional Cancer Centre, Kerala Media Academy, Kerala State Industrial Enterprise, Mathrubhumi Printing and Publishing Ltd, Centre for Development of Imaging Technology.

Reach SBL DAMS team to convert all you physical document to digital…