Document storage in paperless times
A plan and a systematic process to protect your data is crucial, says Aditya Gupta, North Zonal Head, DIESL. He talks about managing the inventory of documents, both physical storage and digital imaging,which needs as much attention as any other process,
search time from1.7 hours to 0.7 hours. Storage Costs: Office space is a costly resource. If, say 1,000 sq ft of space is occupied by file cabinets and record rooms, then even at office rentals as low as 50 per sq ft, this translates into 50,000 per month and 6 lakh per annum. On top of this there is the cost of stationery and manpower to manage files. Environmental Concerns: Too many documents and their photocopies are a big environmental concern. carton is closed and also bar coded. The size of the carton is standardised, designed that the carton does not becomes too heavy, allows easy handling, can be easily stored and allows best usage of warehousing space. The location where the carton is kept on the racks is further bar coded and noted. For any given file the complete mapping from file-pouch-carton-rack location is unique, scanned through bar codes and stored in the document management software to ensure quick retrieval in future. When the client requests a file, the system tells the complete mapping from file-pouch-cartonrack location. The picker goes to t the e rackac location,ocat o , p picksc s thet e box,bo , opens the required pouch and retrieves the desired file. The file is then delivered to the client location.
W images and magnetic media, which have outlived their statutory cycle and utility.
This solution entails scanning of physical documents and storing the image of the documents.The client decides which documents need to be scanned.
The company and the solution provider decide on the scope of work and other scanning parameters such as formats; whether pdf, tiff and storage location, which server to store the images in– client’s ftp server or solution provider’s ftp server or on the web; d digitisationg t sat o witht characterc a acte and ad data recognition, colour, i ndex i n g ,