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Document Management System

Proposal

Date: 06th September 2012

Submitted By:
Mr. Nikesh Patil
AKSHARR SCANNING SOLUTIONS.
Web : www.akshrr.in
Email: aksharscanningsolutions@yahoo.in
Mobile: +91-9821706150, +91-9773330041
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1. PURPOSE OF THE DOCUMENT

The purpose of this document is to propose a methodology along with commercial quote for
Scanning and Indexing for M/s Proavenues.

2. COMPANY PROFILE

AKSHARR SCANNING SOLUTIONS.

Aksharr Scanning is the leading Imaging, Distributed Capture, Document
Management and Workflow Solution Company in Mumbai. Aksharr also provides
back-office centralization solutions, Aksharr makes documents (which still comprise 90
% of unstructured data which is useful information) an integral part of computerized
information systems, thus making Information Technology a truly business enabling,
revenue generating and value-adding tool.
In the context of Enterprise Information Management, Aksharr provides solutions right
from efficient capture of data and documents to transformation and effective
management and retrieval of data within the enterprise.
Aksharr has implemented Enterprise Information Management and Workflow solutions
spanning all through from imaging, image based data capture, storage and retrieval and
workflow solutions. Some of the solutions implemented are:

"Back Office Centralization" for entities such as banks, mutual funds and insurance
companies to enable them to be more efficient and productive and offer a superior
level of customer service because of uniformity of operations and business
processes. This also leads to cost-effective operations because of economies of
scale.
Document imaging and Image-based data capture bureau, where Aksharr captures
documents into computers, and if required, data from documents into databases.
The imaging and data capture can also be done at the clients location with no need
for any capital investment, enabling the client to focus on its core competence.

Aksharr provides a framework to enable enterprises to get the most value out of their
data and documents through a series of breakthrough products and services. Aksharr
has provided several first-of-its-kind solutions to various industries including Airlines,
Financial services, Manufacturing, Petroleum Industries, Utilities and Government
organizations, catering to user departments like Accounting, Revenue and Sales, Legal,
Human Resources, Secretarial Services and Purchase.
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3. AKSHARR SCANNING FRAMEWORK

Imaging
IPP Server

Document Indexing
Preparation Stations
High Speed
Scanning Stations
Release QC Stations

Rescannin
g
Stations
Legacy Image Server Physical storage & Retrieval
Workflow System
Processing Unit Retrieval Bar-coded
batches
solution
Back Up
Bar-coded
Sales Pouches
Retrieval Stations

Vaults Bar-coded
Claims Bins

Above is the Imaging framework to be utilized at each of the different locations and the
centralized archival data centre. Depending on requirements different processes can
take place at different stages in the Imaging Framework e.g. there can be indexing
immediately after scanning before transmission/release to archival (pre Indexing) or
there can be indexing after the scanning and transmission to archival site. Release will
only take place after QC, Indexing etc. to the Image or Archival or DMS server. From
this Image server different legacy/workflow applications can access the images with the
indices for further processing.
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4. PROPOSED METHODOLOGY

Scan & Document Indexing Quality Control Server

Processing

Document Preparation

Deliver and record the receipt of the documents: Affix a tag to each lot.

Perform document preparation which includes the following steps:

o Unbind or remove staples if any

o Straighten / Mend the torn document

o Degrease the documents, if necessary

Batching

Count the number of documents.

Make a batch of documents of suitable size.

Assigns batch nos. and update the batch control register.

Enter the batch no. and control totals on batch control slip; affix slip on batch.

Store the batches separately

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Scanning

Deliver the batches to the scanning bay; update the batch control register.

Check the documents in serial order.

Scan each batch.

Send back mismatch batches for correction.

Update scanning register to indicate completion of scanning; mark rejected batches.

Hand over scanned batches for storage

Indexing

Deliver the scanned batches to the indexing stations.

Perform visual quality check on the images.

Deskew and despeckle, if necessary.

Enter the index values in the respective index fields by looking at the images.

Send backs the rejected documents for corrections.

Quality Control

Identify the sampled documents.

Documents are retrieved using indices, should be available on documents.

The retrieved document should show same indices, as used for retrieval.

Check for the readability of the images.

The rejected batches are sent for rescanning, if necessary.

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5. DRAFT QUOTATION
DESCRIPTION PRICE (INR)
ON LOCATION
A4 Size Paper Scanning. (B&W) 0.40 Per Page
A4 Size Paper Scanning. (Color) 0.50 Per Page
A3 Size Paper Scanning. (B&W) 0.75 Per Page
A3 Size Paper Scanning. (Color) 0.85 Per Page
A0 Size Paper Scanning. (B&W) 35.00 Per Page
A0 Size Paper Scanning. (Color) 45.00 Per Page
DESCRIPTION PRICE (INR)
OUR LOCATION
A4 Size Paper Scanning. (B&W) 0.50 Per Page
A4 Size Paper Scanning. (Color) 0.60 Per Page
A3 Size Paper Scanning. (B&W) 0.85 Per Page
A3 Size Paper Scanning. (Color) 0.95 Per Page
A0 Size Paper Scanning. (B&W) 45.00 Per Page
A0 Size Paper Scanning. (Color) 55.00 Per Page
Pickup & Delivery Charges Rs. 100/-

Every File of indexing (more than 10 characters each) Rs.0.10 per field.

6. TERMS & CONDITIONS

1. Work can be resuming with in 3 days after receiving the work order.
2. The quoted prices are subject to change 30 days from the proposal date.
3. Taxes and Levies will be charged extra as applicable at the time of invoicing.
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7. CLIENT

..and many more