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Strategy and Work Plan for Scanning and Digitization of Records for District Magistrate

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Brijesh Srivastava
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13 views4 pages

Strategy and Work Plan for Scanning and Digitization of Records for District Magistrate

Uploaded by

Brijesh Srivastava
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Strategy and Work Plan for Scanning and Digitization of Records for District

Magistrate, Lucknow

1. Introduction:

The project involves scanning, digitization, indexing, meta-data entry of physical records,
and uploading the digitized records into the e-Office system for the office of the District
Magistrate, Lucknow. The objective is to create a digital repository for easier access,
retrieval, and management of documents.

2. Scope of Work:

 Scanning: Conversion of physical records into high-quality digital images.


 Digitization: Ensuring digital conversion of all documents in an accessible and
retrievable format.
 Indexing and Meta-Data Entry: Creating a searchable index and entering meta-data
for each document to facilitate easy retrieval.
 Uploading to e-Office: Uploading digitized files to the e-Office system for further
management.

3. Strategy and Methodology:

3.1 Planning & Assessment:

 Assessment of Records:
A preliminary assessment of the total volume of records will be done to estimate the
workload and determine the categorization.
 Resource Planning:
Allocation of trained personnel and hardware, such as scanners, computers, and
storage solutions, for the project.
o High-speed scanners and OCR (Optical Character Recognition) software will
be utilized.
o IT team to handle e-Office integration and upload.
 Setup of Workstation:
A temporary digitization setup at the District Magistrate office or a secure offsite
location.

3.2 Execution Phases:

 Phase 1: Document Preparation


o Sorting & Organizing:
Documents will be sorted by type, date, and other relevant parameters to
streamline the scanning process.
o Document Cleaning:
Removing staples, clips, and ensuring all records are in good condition for
scanning.
 Phase 2: Scanning
o Scanning of Records:
Physical records will be scanned using high-resolution scanners to ensure
clarity and accuracy. Both single-sided and double-sided records will be
digitized.
o Quality Assurance (QA):
Continuous quality checks will be performed on scanned images to ensure
they meet required standards, such as image clarity, completeness, and
accuracy.
 Phase 3: Indexing and Metadata Entry
o Indexing:
Each scanned document will be indexed based on predefined parameters (such
as document type, date, category, etc.). This will make it easier to locate
specific documents.
o Meta-Data Entry:
Relevant meta-data such as document title, creation date, department, and
unique identifiers will be entered to facilitate searches within the system.
 Phase 4: Uploading to e-Office
o Document Uploading:
The digitized and indexed records will be uploaded to the e-Office system,
ensuring they are accessible and organized.
o Final Quality Assurance:
After uploading, the documents will be checked again to ensure they are
properly indexed and accessible through the e-Office portal.
 Phase 5: Backup and Security
o Data Backup:
A secure backup of all digitized files will be created to ensure the safety of the
records in case of any technical failure.
o Data Security:
All scanned and digitized data will be secured using encryption and secure
access methods to protect sensitive information.

4. Work Plan and Timeline:

Week 1-2: Pre-Execution Planning

 Assessment of document volume and categories.


 Setup of digitization workstations.
 Team allocation and training.

Week 3-5: Document Preparation and Scanning

 Document sorting and preparation.


 Initiation of the scanning process.
 Ongoing quality checks and adjustments.
Week 6-7: Indexing, Meta-Data Entry & Uploading

 Indexing of scanned documents.


 Entry of meta-data and classification.
 Upload of digitized records into the eOffice system.

Week 8: Final Quality Check and Submission

 Final round of quality checks on all uploaded documents.


 Delivery of the final digitized records.
 Handover of data backups and project closure.

5. Resource Allocation:

 Personnel:
A team of trained professionals including:
o Project Manager (1)
o Scanning Operators (5)
o Data Entry Personnel (3)
o IT Specialists for eOffice upload and technical support (2)
 Equipment:
o High-speed scanners (5 units)
o Workstations with OCR software (3)
o Secure storage devices for backup (2)

6. Risk Management:

 Document Damage:
Ensuring gentle handling of sensitive documents to avoid damage during the scanning
process.
 Data Loss:
Implementing robust backup strategies to prevent loss of digitized data during the
scanning and uploading process.
 System Integration Issues:
A dedicated IT team will ensure smooth integration of digitized files with the eOffice
system.

7. Monitoring & Reporting:

 Daily Progress Report:


A daily report detailing the number of records scanned, indexed, and uploaded.
 Weekly Review:
Weekly meetings to review progress and resolve any issues.
 Final Report:
A detailed completion report will be submitted upon finalization, including a
summary of digitized records and any challenges faced.

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