Tag Archive: Document Management System

Managing Paper is Tiresome: Choosing Right Partners

Managing paper based records is one of the largest overheads for any organization, draining time, effort, resources and money. Naturally, a shift to digital records management system is what organizations are signing up for. However, this transition is never easy. Without the resources, knowledge of technology and tools, organizations are at sea. Also, there are organizations out there who have implemented the Document Management systems but don’t have a clue of utilizing them effectively.

In a nutshell, the application needs to address the pain points of an organization managing its paperwork but also take into consideration the usability pattern of the employees in the organization. It is wise to invest time and money in seeking the right partner who can holistically manage your data, electronically sake keep them for ready access and action. But before you embark on this transformational journey with a potential Records and Information (RIM) partner, it helps to address key factors such as the below.

Can your RIM partner offer the following?

  • Will they assure services that match the unique needs of your organization?
  • Will they understand how much of outsourcing you plan to do?
  • Will they support both outsourcing and in-house management?
  • Will they secure the knowledge assets of your organization ?
  • Will they be able to quickly retrieve data for you?
  • Are their processes transparent and reliable?
  • Are they able to provide a clear roadmap with milestones and timelines?
  • Are they able to convince you with client testimonials in similar industry?

Organizations that have not considered these factors have run into problems incurred losses and got entangled in legal controversies.

Choose the right partner who will assess the existing records management processes and recommend a full blown paperless program. This will allow you to focus on critical business objectives, be efficient and environmentally friendly as well.

Archive your Data in a breeze!

DAMS-Blog

The complete know-how of a business can be found in its various media assets – documents, books, manuscripts and papers (which may be old and fragile), maps, aperture cards, microfilms, microfiche, and drawings. As the business expands, the number of documents and files continues to grow exponentially. Filing is one of the most common methods used by businesses to store records, access important information, keep track of important forms and invoices and also to protect data that must be available for a long span of time.

The most commonly thought-of business filing and archiving system is the traditional stand-alone filing cabinets and drawers. Many enterprises today find that a significant amount of their time and effort is taken up by a substantial amount of paperwork and the filing system that goes with it. As per statistics, 92% of information is kept in manila folders and 80% of technical information is on paper and microfilm, resulting in half an office workers’ time spent handling paper or data entry, causing around 50% of the projects to go behind schedule.

With recent advances in office technology, businesses are switching to the electronic realm of filing like electronic filing systems. Storage teams are constantly on the lookout for the right solution for holistic data protection, while grappling with the problem of data archiving which is usually not properly integrated in most backup environments.

Data archives are often confused with data backups. Data backups are used to restore data in case it is lost, corrupted or destroyed. In contrast, data archives protect older information that is not needed for everyday business operations but may occasionally need to be accessed. Data archives are also indexed and have search capabilities so that files and parts of files can be easily located and retrieved.

SBL’s Digital Archival Management System (DAMS), a web based platform – can help you in architecting the perfect solution in streamlining and managing these artifacts and offers greater control over critical documents. Its feature rich document writer, unparalleled security features and quick and easy search functions enable you to store and archive historical data regardless of scale or complexity of data growth. This data can be securely stored on a cloud-based server that is accessible anytime and anywhere over diverse devices such as computers, laptops, and mobile phones.

DAMS offers a highly intuitive web-based solution for the internet and intranets. Equipped with powerful archiving and tagging features, DAMS makes it very easy to search and access files. Equipped with features such as auto-complete and auto-suggest options, multi-lingual search, phonetic transliteration, and simultaneous search across different types of digital archives by category, DAMS offers one of the fastest and most intuitive search capabilities.
While our quality checks at every step ensure the accuracy of digitized data, our rigorous authorization and authentication procedures ensure the security of the digitized information on the cloud. We also provide support to optimize the storage of your original documents for posterity, making DAMS the ideal solution for extending the life expectancy of your original documents.

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.