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,

Cargo Talk - - Technology -

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 ,

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