Digitization plays a very important role in every aspect of post-modern life, where official and even personal communication takes place on a virtual platform through computers, laptops, tablets and mobiles. Our dynamic lifestyle necessitates the importance of fast availability of data in digital format that is stored either in a virtual repository, hard disk or memory cards or portable storage device. This requirement for fast data access has led to a sharp reduction in the usage of hard copies, synonymous with immobility and unavailability.

1. Document & File Management
With Digitization, iDOC and RFID

3. Services Proposed
•
Scanning and Digitization of old documents
•
Storage of digitized documents in iDOC DMS
•
Hard copy management
•
RFID (Radio Frequency Identification)

4. Scanning & Digitization

5. Scanning & Digitization
• Pay-per-click billing method
• Complete data security and storage (ISO
27001:2005)
• High quality control (ISO 9001:2008)
• Digitization of all sizes of papers
• Output in desired format
• Fastest delivery and uptime
(200 images/minute)

6. Document Management System

7. Document Management System
•
Workflow creation
•
Easy and customizable meta-tagging system
•
Document sharing facilities
•
Tight permission for document viewing,
–
Global Right
–
Public Right
–
Private Right
•
Customization and creation of supported file extensions.
•
Multi company & Concurrent use
•
Zip file can be uploaded and extracted
•
Provision for Doc Properties and Document Activities
•
Document Versioning, retrieval
•
Email facility for documents from the repository.

8. Hard Copy Management
Gathering all the old documents that have been piling
up for years
Segregated according to your convenience, be it by
date, time, alphabetical order, user, creator etc.
For torn, faded, old papers, to revive clarity
Classified and processed hard copies are kept back in
Shelves/ cupboards etc.

9. RFID for Document Security &
Control
• WHAT IS RFID? The use of Radio Frequency technology to
enable data exchange between reading devices and items
carrying RFID tags. RFID does not require line of sight or
contact between the readers and tags.
• WHAT CONSTITUTES RFID SYSTEM? One or more RFID
tags, One or more Reader, One or more Interrogators, One
or more Host computers, Appropriate Software
•
RFID TAGS
– Memory : Size (16 bits - 512 Kbytes +) Read-Only, Read/Write or WORM
– Arbitration (Anti-collision) : Ability to read one or many tags at a time and
write one by one.
– Frequency : 125KHz – 2.45 GHz
– Size : Thumbnail to Brick sizes
– Type: Hard or soft forms

10. RFID Tags
Active - $$$
Tags transmit RFID signal
Battery powered
More Read Range
Passive - $
Reader transmits RFID Signal
Tag reflects reader’s RF signal
Less Read Range
Nature OF RFID TAGS RFID DIAGRAM

11. RFID Components

12. How RDID System Works

13. Devices Required
PRINTER/ ENCODING DEVICE
• HF & UHF Modules
• Encode tag and print
information simultaneously
READER
• Receive binary information from reader
antenna and converts to digital
• Feeds data to middleware or enterprise
system
• May process some data, but usually
processing occurs in middleware
– Time is of the essence
– Grab as much data as possible, let
software filter

14. Devices Required
ANTENNAE
•Required for reading data on tag
•Transmit and Receive analog
signals
•Controlled by a Reader
MIDDLEWARE SOFTWARE
•Dictates to printers/encoders what to encode
on the tag
•Tells readers when to look for tags
•Receives data from readers
–Performs necessary filter
•What does the data on the tag mean?
–Number that refers to something
–Where should the data go, a database,
ASN

15. Frequencies

16. RFID Workflow

17. Problems & Solutions
Problem & Solution of Scanning & DMS
Problems
(Pre-Digitization)
Solutions
(Post Digitization)
Disorganized Documents Organized Documents
Hard Copy System Paperless Office
Manual Document Sorting Automatic Indexing
Time consuming Search Fast Retrieval
Manual transportation –
postal & delivery issues
Shared through e-mail,
linking etc

18. Problems & SolutionsProblem & Solution of DMS (iDOC)
Problems
(Pre-Digitization)
Solutions
(Post Digitization)
Manual storage of
documents
Simple uploading of
scanned copies
Poor document security Assured access control,
security
Only physical access at
location
Digital access via handheld
devices
Utter mismanagement Easy management
Wastage of work hours Increased productivity

19. Problem & Solution RFID
Problems
(Pre-RFID)
Solutions
(Post RFID)
Unlikely document
movements
Restricted document
movement
Poor/no tracking of
document mobility
Assured tracking of
document mobility
Mobility reason cannot be
detected
Person/ reason for
misplacement is tracked
Only cameras can track
document mobility
Tracked without any
human interference
Poor document security Enhanced security

20. A Gatereader?

21. Library Antitheft

22. QUESTIONS????

23. Thank you
Presented by:
Sanchari Das
&
Debolina Choudhury