Digitization of archives

Government of Maharastra
  • Web

Infini’s success with electronic archiving and digital imaging

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The lower house of the legislature of the Indian state of Maharashtra, Vidhan Sabha was established in 1960 after the formation of the two states of Gujarat and Maharashtra. As is with legislative Assemblies, multiple sessions have been held since its establishment comprising of the monsoon, summer, winter, and special sessions to discuss matters concerning the state.

Government bodies store information like records, which are decades old. Managing these records is important to the government, for future reference. The age-old practice of bookkeeping in a physical state with hand-written and hand-typed documents needed immediate attention in a globally digitized economy. Most of these records were kept unattended for years or were soiled, torn, and in a depilated state. Searching for information among a pile of these mismanaged records was a task, and the government soon realized the importance of digitizing these.

Infini was awarded the contract in 2008, to convert all physical government records into digital. The government had approached a few International agencies to handle the task. The constraint that most of the records were in the native language (Marathi) and the unavailability of international OCR products to read the language, was a barrier for international agencies to solve the problem of the government.

We offered confidence with immediate availability and proposed a complete electronic document and record management system. The software could manage records throughout its life cycle from creation to disposal. We developed an integrated platform that allowed officials to capture, process, view records, and search for information using digital technology.

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Digital capturing of records

The application with OCR feature captured and delivered records in Marathi and could be delivered in three months. Every minute of the record was captured and digitized, indexed and tagged, enabling easy search process for the officials. The application supported storage of huge amount of data without any restriction.

Online centralized repository

The comprehensive search features on files and records, based on general properties such as date, range, and metadata field helped in faster information retrieval. Officials could access any record from the central server and search for any content.

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Secured record archival and management

The software allowed secure management and archiving records with features like rights-based access to prevent unauthorized access to the repository and encrypted storage ensuring information security. The government was able to save real-estate space, which was occupied in storing these records in the physical form.

We acted within the BOT (build, operate, and transfer) model, from software creation to implementation, and training of the bureaucrats and officials. We supported the government by hand-holding for the initial two to three months and was later taken over by NIC, the software and technology wing of the government to manage and maintain it.

We offered a web-based solution for complete management of official records by maintaining the utmost privacy and data security. The software governed information creation, storage, sharing, tracking, and protection. It also supported automatic enforcement of consistent, organization-wide records policy simplifying compliance with the assembly's regulations.

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