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End-to-end solution design and execution for scanning and digitization of sensitive documents, with physical locator indexing to find them quicker – both physically and virtually

This client is one of the Emirates’ Government Departments in UAE. Multiple departments of the Government including Administration, Crown Prince Office, Immigration, Purchase, Legal, Media, Library and Region Development were considering complete digital transformation. These departments were operations manually at offices, and the communications were through hard copy documents.

In this use case the solution is implemented for the Immigration Department.

The Immigration Department had several folders of archived circulars and internal endorsements which were challenging to maintain manually. Although they were kept systematically, correctly labelled in the racks, with the growing size of these highly sensitive and confidential documents, the department found it unsafe to keep the documents safe in their physical state.

Somnetics conducted a thorough inspection of the existing procedures, generated a detailed SOP to designed the entire process to digitize the documents.

The scanning resources were recommended and the local team was trained to carry out the scanning and digitization.

The solution included the registering of physical locators like room/cabinet/rack, and identifying each folder in the racks by a barcode.

Scanstream, Somnetics’ indigenous scanning management software was used to upload the documents OCRed for Arabic/English in batches for the selected folders (barcode). Each file (document) under a folder (barcode) was indexed by the indexing team and then published in i-doc.

 The physical documents are digitized with the footprint of the physical locators (room/cabinet/rack)

 Searching documents through i-doc takes mere milliseconds, while manual search for the same cost several minutes to the department

 A user can easily reach the physical storage location of a document with the help of the physical locator indicated in the system

 The total number of digitized folder/files and number of published/unpublished is instantly available from the dashboard

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Som Imaging Informatics Pvt. Ltd., branded as Somnetics, is an ISO 9001:2015, ISO 27001:2013, ISO 20000:1-2011 and CMMI Level 3 certified organization that offers enterprise-class, affordable, end to end solutions for business process management, imaging, document management, and information management. Somnetics is an organization which has its full technical division engaging research and development of enterprise-class solutions for large organizations and SMEs.

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Post Author: idoceradmin