NiiD Technologies Document Management Solutions
Content
NiiD Technologies
Document Management Solutions
NiiD’s experience
• 25 years in document management systems • Over 30 million documents processed • Projects with giants like TATA Motors and the Virginia Department of Transportation • Worked with the most delicate documents as well as the most confidential documents • Assurance of 99.995% accuracy • ISO 9001:2000 certified
Why DMS?
In absence of document management system-
- Inefficient working (Nearly 10% of a worker's day is spent trying to locate documents) - Normally, fear of losing important documents - Disaster recovery not possible - Security issues - Repetition and redundancy - Wastage of time and money
Document management system helps you get more structured, efficient and quick. It gives a competitive edge by reduced lead time It helps you take an environment friendly approach (documents to be sent across to people can be electronic now!)
Our offerings
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
High volume document scanning provided on site (if required) We can Scan up to 20,000 pages per day with multiple scanners Sizes varying from A4 to A0
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Conversion of old scanned documents to Digital, editable word or PDF files Advantages of Digitizing• Searchable • Editable • Taggable We have 150 people working in 3 shifts to ensure that your digitization gets delivered as quick as you would like to put it to use
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Scanned documents are indexed so they can be grouped and searched. Ex : An Insurance policy may be indexed by Policy Number, Expiry Date and so on Apart from being helpful in retrieval, Indexing also helps in various reports & Analysis Ex: How many Policies are expiring before June ?
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Optical Character Recognition software recognizes the text in the scanned images and makes it searchable and easily storable. Ex: The text in handwritten application forms is recognized and saved in computer.
OCR of book layout text with pictures during correction process
OCR data entry & correction process
Example of OMR
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Find the exact policy form(s) or claim form(s) you are searching for by entering the policyholder’s name or policy number or agent code.
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
You can decide on who can open up and use these documents.
Confidential documents can be accessed only by the right people when they enter the correct security parameters like username and password. We provide other security measures also to protect the information from hacking.
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Each work document can be passed on as per the workflow. Determine the progress of your employees’ work and answer your customers better with the expected time of completion. Ex: Easily find the status of a claim in process of a customer and also expedite the process if needed.
Receiving the documents
• • • • Receive Documents Create new Batch Count Inventory Sign off on Inventory
Pre-Processing
• A team of 150 people sent on site • Removal of Pins/Tags/Staples • Arranging the documents in required sequence • Inserting Patches (if needed) • Batch creation
Scanning
• Scanning of Documents • Cleaning of documents - done chemically or manually based on the type and quality of paper and text. • Removal of debris • Rotation of the Docs • Saving images under proper batches in database
Tagging/Indexing
• • • • Extract images from database Manual Indexing Integrity check Re-indexing if required
Quality Check
Images are retrieved using indexing criteria. They are then
Integrity checked Quality of image
Speed of retrieval
Security and access check Random retrieval to check efficacy
What kind of documents?
• • • • • Application forms Policy forms Claim forms Client’s medical reports Other documents kept for records
Tag Fields For Retrieval
• • • • • • • • • Policy Number Type of Policy Name of Insurer Contact details Start Date Expiry Date Premium Amount Sum Assured Agent Code
Case Studies
Engineering drawings and documents for a Fortune 500 manufacturer
• TATA Motors is one of the Fortune 500 companies. It is a leader in commercial and passenger vehicles with winning products in the compact, midsize car and utility vehicle segments. • NiiD scanned approximately 150,000 large engineering drawings for TATA Motors using OCR (text recognition technology). • All the drawings plus the entire history of each drawing was digitized and integrated with a custom designed software.
Meeting Minutes of VDOT Digitized
• Virginia Department of Transportation (VDOT) is responsible for building, maintaining and operating Virgina state's roads, bridges and tunnels. • VDOT had meeting minutes stored since 1965. • NiiD digitized each minute using OCR, indexed it and tagged it using data fields such as date of meeting, agenda and department for easy retrieval. • A software was designed to keep the data secured and help VDOT to fetch the minutes required based on keywords such as bus routes, bus numbers and areas.
Asset Information Made Word Searchable
• EuroABS keeps and maintains documents relating to certain financial markets transactions (“Deals”), and make these available to clients as fully word searchable. Ms-Word document sets converted from Scanned Image for easier access.
• Delivered complete European Assets Backed Securities Market Public Deal Database and fully word searchable Ms-Word documents to Library for Market Professionals • Total Volume Processed: Approximately 1,350,000 pages; done for over 7 years
Feedman: Amended Rules & Regulations of Various US states Converted to Coded Markup
• The project involved processing multiple rules and regulations documents of various US states like Alabama, Arkansas, Colorado, District of
Columbia, Maryland, etc.
• Conversion of Pdf (Text/Image), .doc/.rtf, .html format to coded markup in .txt format based on customer specifications.
• Total Volume Processed: Approx. 3,500,000 pages; done for over 6 years
NCERT Online Textbooks in Wiki Format
• National Council of Educational Research and Training (NCERT) is a leading education based government institution. • The project scope involved conversion of NCERT school curricula books for Std. I to XII for all subjects to web based wiki format. • Total Volume Processed: Approximately 120,000 pages of School books for Class I to Class X during 5 months
Various Conversions for the Most Popular Online Book Format
• ePUB (electronic publication) is a free and open e-book standard by the International Digital Publishing Forum (IDPF). • All kinds of conversion from Image, PDF, HTML, MS Word to epub formats which could be supported by Sony Reader, Noble Nook, Kindle, iPhone, Adobe Digital Edition and others based on customer specifications. • With extensive usage of images, tables, layout formatting into the book that needs to be converted to ePub makes the conversion task quite difficult. • Total Volume Processed: Approximately 50,000 pages over 3 years.
Thank You
Document Management Solutions
NiiD’s experience
• 25 years in document management systems • Over 30 million documents processed • Projects with giants like TATA Motors and the Virginia Department of Transportation • Worked with the most delicate documents as well as the most confidential documents • Assurance of 99.995% accuracy • ISO 9001:2000 certified
Why DMS?
In absence of document management system-
- Inefficient working (Nearly 10% of a worker's day is spent trying to locate documents) - Normally, fear of losing important documents - Disaster recovery not possible - Security issues - Repetition and redundancy - Wastage of time and money
Document management system helps you get more structured, efficient and quick. It gives a competitive edge by reduced lead time It helps you take an environment friendly approach (documents to be sent across to people can be electronic now!)
Our offerings
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
High volume document scanning provided on site (if required) We can Scan up to 20,000 pages per day with multiple scanners Sizes varying from A4 to A0
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Conversion of old scanned documents to Digital, editable word or PDF files Advantages of Digitizing• Searchable • Editable • Taggable We have 150 people working in 3 shifts to ensure that your digitization gets delivered as quick as you would like to put it to use
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Scanned documents are indexed so they can be grouped and searched. Ex : An Insurance policy may be indexed by Policy Number, Expiry Date and so on Apart from being helpful in retrieval, Indexing also helps in various reports & Analysis Ex: How many Policies are expiring before June ?
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Optical Character Recognition software recognizes the text in the scanned images and makes it searchable and easily storable. Ex: The text in handwritten application forms is recognized and saved in computer.
OCR of book layout text with pictures during correction process
OCR data entry & correction process
Example of OMR
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Find the exact policy form(s) or claim form(s) you are searching for by entering the policyholder’s name or policy number or agent code.
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
You can decide on who can open up and use these documents.
Confidential documents can be accessed only by the right people when they enter the correct security parameters like username and password. We provide other security measures also to protect the information from hacking.
Our Offerings
• • • • • • Document Scanning Digitization Indexing, Metatagging OCR & Forms Processing Retrieval Tools Security & User Access Management • Work flow Management
Each work document can be passed on as per the workflow. Determine the progress of your employees’ work and answer your customers better with the expected time of completion. Ex: Easily find the status of a claim in process of a customer and also expedite the process if needed.
Receiving the documents
• • • • Receive Documents Create new Batch Count Inventory Sign off on Inventory
Pre-Processing
• A team of 150 people sent on site • Removal of Pins/Tags/Staples • Arranging the documents in required sequence • Inserting Patches (if needed) • Batch creation
Scanning
• Scanning of Documents • Cleaning of documents - done chemically or manually based on the type and quality of paper and text. • Removal of debris • Rotation of the Docs • Saving images under proper batches in database
Tagging/Indexing
• • • • Extract images from database Manual Indexing Integrity check Re-indexing if required
Quality Check
Images are retrieved using indexing criteria. They are then
Integrity checked Quality of image
Speed of retrieval
Security and access check Random retrieval to check efficacy
What kind of documents?
• • • • • Application forms Policy forms Claim forms Client’s medical reports Other documents kept for records
Tag Fields For Retrieval
• • • • • • • • • Policy Number Type of Policy Name of Insurer Contact details Start Date Expiry Date Premium Amount Sum Assured Agent Code
Case Studies
Engineering drawings and documents for a Fortune 500 manufacturer
• TATA Motors is one of the Fortune 500 companies. It is a leader in commercial and passenger vehicles with winning products in the compact, midsize car and utility vehicle segments. • NiiD scanned approximately 150,000 large engineering drawings for TATA Motors using OCR (text recognition technology). • All the drawings plus the entire history of each drawing was digitized and integrated with a custom designed software.
Meeting Minutes of VDOT Digitized
• Virginia Department of Transportation (VDOT) is responsible for building, maintaining and operating Virgina state's roads, bridges and tunnels. • VDOT had meeting minutes stored since 1965. • NiiD digitized each minute using OCR, indexed it and tagged it using data fields such as date of meeting, agenda and department for easy retrieval. • A software was designed to keep the data secured and help VDOT to fetch the minutes required based on keywords such as bus routes, bus numbers and areas.
Asset Information Made Word Searchable
• EuroABS keeps and maintains documents relating to certain financial markets transactions (“Deals”), and make these available to clients as fully word searchable. Ms-Word document sets converted from Scanned Image for easier access.
• Delivered complete European Assets Backed Securities Market Public Deal Database and fully word searchable Ms-Word documents to Library for Market Professionals • Total Volume Processed: Approximately 1,350,000 pages; done for over 7 years
Feedman: Amended Rules & Regulations of Various US states Converted to Coded Markup
• The project involved processing multiple rules and regulations documents of various US states like Alabama, Arkansas, Colorado, District of
Columbia, Maryland, etc.
• Conversion of Pdf (Text/Image), .doc/.rtf, .html format to coded markup in .txt format based on customer specifications.
• Total Volume Processed: Approx. 3,500,000 pages; done for over 6 years
NCERT Online Textbooks in Wiki Format
• National Council of Educational Research and Training (NCERT) is a leading education based government institution. • The project scope involved conversion of NCERT school curricula books for Std. I to XII for all subjects to web based wiki format. • Total Volume Processed: Approximately 120,000 pages of School books for Class I to Class X during 5 months
Various Conversions for the Most Popular Online Book Format
• ePUB (electronic publication) is a free and open e-book standard by the International Digital Publishing Forum (IDPF). • All kinds of conversion from Image, PDF, HTML, MS Word to epub formats which could be supported by Sony Reader, Noble Nook, Kindle, iPhone, Adobe Digital Edition and others based on customer specifications. • With extensive usage of images, tables, layout formatting into the book that needs to be converted to ePub makes the conversion task quite difficult. • Total Volume Processed: Approximately 50,000 pages over 3 years.
Thank You
