Title Indexing System for document management Field of the invention
The present invention relates to the field of document management
More particularly, this invention relates to the field of document indexing for the purposes of digital archiving
Background and prior art of the invention
Almost all businesses which are having customer interaction need to maintain details of their customer like name, address, date of birth, Proof of identity, Proof of address etc This is mandatory for few businesses like Telecom customers, Banking sector, Insurance sector etc These requirements are commonly specified as Know Your Customer (KYC) norms As the customer base in these sector runs in tens of millions, it becomes very important to have digital databases for convenient and faster access of information of customer at multiple locations by multiple clients simultaneously Many of the businesses have established systems for storage of data, search and access However, preparation of these databases is still a challenge
The information collection and preparing databases becomes more challenging in third world countries like India, which are faced with the following constraints
• Due to less computer network, the information forms comes hand filled, many time in regional language
• There are no single documents available to establish identity of a person This tantamount to ascertaining of the validity of identity document and identifying fraudulent document
• The distances and poor means of commuting effect timely availability of documents to processing center
• Due to above reasons, timely preparation of the KYC record becomes challenge and thus delivery of timely services and complying with the norms becomes difficult
In the above perspective, document management has to be well defined system The mam components of document management thus are
1 Collection of document from the source of generation
2 Auditing the validity and information of the documents to check fraudulent documents
3 Serialize Documents by pasting Linear Barcodes of Unique Numbers
4 Punch entries of the details of the customer in proper database and maintain it
5 Digitize the customer documents for easy access at multiple locations by multiple clients
6 Warehouse the physical documents for substantial period for production to legal authorities at the time on need
Reference may be made to United States Patent Application 20060077464, Methods and systems for imaging device document management This invention comprises systems, methods and devices for providing document management through the use of an imaging device The method comprises steps of a) receiving document data at an imaging device, b) receiving a document at said imaging device, c) indexing said document based on said document data, and d) storing said document The indexing and storing is performed on the imaging and remote computing device The document data is received via manual user input at a user interface on said imaging device The data is received via automatic derivation of data from said document The document is received by scanning said document on the imaging device Document may also be received by facsimile or file transfer at the imaging device The document is indexed with the corresponding document data The document is stored after that Document data may be sent by using Extensible Markup Language (XML) or Simple Object Access Protocol (SOAP) or Web Services Definition Language (WSDL) or a Web Service
Further reference may be made to US2010328726 (A1), APPARATUS AND METHOD FOR AUTOMATED CAPTURE OF DOCUMENT METADATA AND DOCUMENT IMAGING The present invention comprises a hardware/software combination that is configured to provide for automated capture of metadata associated with paper-based documents A "reservation" for the metadata and a digital image of the paper-based document is created whenever a digital image of a paper-based document is to be associated with a computer record The relevant metadata is automatically captured from a computer screen and is then stored in a previously created database record associated with the reservation Additionally, the metadata can also be associated with a later-captured digital image of the paper-based document by placing a label on the paper-based document The label contains identifying information for the reservation and this information becomes embedded in the digital image of the paper-based document, which is subsequently created by scanning the paper-based document bearing the label The subsequently created digital image can then be related to the appropriate metadata by extracting the reservation identification information from the label embedded in the digital image The overall process provides for automated capturing of metadata and then relating the metadata to a subsequently created digital image of the paper-based document, thereby reducing errors and increasing efficiency by minimizing human interaction in the process
Reference may be made to WO2006102683 (A2), DOCUMENT IMAGING AND MANAGEMENT SYSTEM FOR PAPERLESS WORKFLOW This invention relates to A document imaging and management system, including a device for imaging at least one document having at least one computer-readable identifier, a database including a plurality of rules for managing documents and tasks, a processor, software executing on the processor for reading the computer-readable identifier, software executing on the processor for routing the imaged document based on the identifier, and software executing on the processor for determining a task associated with the document based on the identifier and at least one of the plurality of rules
Reference may be made to US2007185879 (Al), Systems and methods for archiving and retrieving digital assets This invention relates to Systems and methods provide a digital asset management system with archival and retrieval features A database is synchronized with an online file system and maintains information related to files in the system During an archiving operation, a user selects files to be archived, and a plurality of archiving parameters The archiving parameters can include a media type and a data allocation scheme Based on the archiving parameters chosen, the files are automatically allocated across one or more subfolders or "virtual media folders " Each virtual media folder is a virtual representation of a specific removable media object (e g CD, DVD, tape, flash memory drive etc ) and is configured for subsequent copying to removable media When a user wants to retrieve a digital asset that is no longer on the online file system, the system checks the media path and prompts the user to insert the removable media object of the same name
Reference may also be made to W09532456 (A2), ELECTRONIC DOCUMENT MANAGEMENT SYSTEM WITH DOCUMENT IMAGING This relates to an electronic document management system converts documents into electronic images which can be sequentially routed to individual users in a network system The network system includes at least two work nodes for processing the documents where one of the nodes is a data entry work node The documents are subdivided into two or more subdivisions which are classified by subdivision type The images are routed through the network system according to predefined routing schemes based on its subdivision type The routing scheme for the documents includes at least one data entry node where data contained in the document is entered into a database As the data is entered into the database, it is dynamically linked with its corresponding image which is also stored in the network
Further reference may be made to US5493677 (A), Generation, archiving, and retrieval of digital images with evoked suggestion-set captions and natural language interface This relates to Digitized images are associated with English language captions and other data, collectively known as the metadata associated with the images A natural language processing database removes ambiguities from the metadata, and the images and the metadata are stored in databases A user formulates a search query, and natural language processing is used to determine matches between the query and the stored metadata Images corresponding to the matches are then viewed, and desired images
are selected for licensing The license terms for selected images are displayed, and a subset of the selected images are ordered as desired by the user
Reference may also be made to CN102084378 (A), Camera-based document imaging Here, a process and system to transform a digital photograph of a text document into a scan-quality image is disclosed By extracting the document text from the image, and analyzing visual clues from the text, a grid is constructed over the image representing the distortions in the image Transforming the image to straighten this grid removes distortions introduced by the camera image-capture process Variations in lighting, the extraction of text line information, and the modelling of curved lines in the image may be corrected
Reference may be made to US2010214629 (Al), DOCUMENT IMAGING SYSTEM AND METHOD A document imaging system is configured to allow scanning and transmission of document images A scanner system images a document and wirelessly transmits the image to a personal digital assistant (PDA) The PDA transmits the image to a document server located on a network An authenticated user may then retrieve a scanned document image from the document server via the network Because the scanner system and/or PDA may be located in a remote location, remote documents may be quickly presented for viewing by a user
Reference may also be made to United States Patent 7,561,310, Method and apparatus for digital scanning and archiving A new and improved method for digital scanning and archiving is disclosed herein The method includes sorting the associated documents into separate files, placing the files onto a movable table, digitally imaging the associated documents, coding the processed files, the coding relating to the post-processing procedure, and disposing of the files in accordance with the coding The system for digital archiving comprises a first conveyor, a table, the first conveyor removably connected to a first end of the table, the table having a centre cut-out portion, the table having a rotating surface, a work station, the station located approximately in the middle of the cut¬out portion, at least one digital imaging device, the device located approximately in the middle of the cut-out portion, and, a second conveyor removably connected to a second end of the table The system further comprises a pre-digital operation table, the pre-digital operation table comprising means for coding associated documents according to length of processing time
Reference may be made to United States Patent 8,023,137, Image forming system, image forming apparatus, user interface device, and extended user interface compatibility confirming method, document scanning method and setting value managing method This invention provides a document scanning method, comprising the steps of (a) connecting an extended user interface device to an image forming apparatus, the extended user interface device having an extended operation panel, the image forming apparatus having an operation panel and a scanner with an auto sheet feeder, (b) sending a scan request to the image forming apparatus by the extended user interface device, the scan request corresponding to an instruction received by the extended operation panel, (c) generating respective pieces of image data corresponding to document images scanned by the scanner according to either the scan request or respective first instructions received by the operation panel of the image forming apparatus after the scan request, and sending the pieces of the image data and scan end information to the extended user interface device, the scan end information corresponding to a second instruction received by the operation panel of the image forming apparatus, and (d) receiving the pieces of image data and the scan end information by the extended user interface device, and determining that pieces of the image data received until the scan end information is received are image data of one scan job
Further reference may be made to United States Patent 7,903,143, Systems and methods for document scanning using a variable intensity display of an information handling system The invention provides an information handling system configured for document scanning, said information handling system comprising a base assembly comprising an upper surface, and a lid portion coupled to said base assembly at a hinge line, said lid portion comprising a display screen and a camera oriented to face said upper surface of said base assembly when said lid portion is brought together with said base assembly around said hinge line, wherein said upper surface of said base assembly is configured to receive a document to be scanned by said camera and said display screen is configured to display an image to illuminate said document for scanning by said camera when said lid portion is brought together with said camera to face said upper surface of said base
assembly at an with said document positioned there between The camera is positioned to capture an image of the document The information handling system is configured to control said display screen to produce an image that varies in brightness intensity across said display screen in a manner that at least partially compensates for differences in illumination of portions of said document by said display screen during scanning caused by varying distance of said portions of said scanned document from the light source of said display screen when said lid portion is positioned relative to said upper surface of said base assembly at said angle The camera is configured to capture an image of said document while produced image on said display screen is being displayed to illuminate the document with lid portion positioned relative to said upper surface of said base assembly at said angle The said information handling system is a portable information handling system The information handling system is a notebook computer
Reference may be made to United States Patent 7,586,655, Acquiring and using three-dimensional information in a document scanning system The invention provides systems and methods for acquiring and using three-dimensional imaging data to improve the process of scanning bound documents are disclosed The system includes a camera for capturing an image of documents such as books, and a second camera for gathering data regarding the first camera's field of view Signal processing logic analyzes the data gathered by the second camera and uses it to determine whether the imaging camera's view was obstructed If it is determined that the imaging camera's view was obstructed, then remedial action can be taken, such as removing the obstruction, recapturing the image, and/or flagging the image for further processing The second camera may include a laser range finder, a scanning laser range finder, an ultrasonic range finder, a device that utilizes auto-focus range finding technology, a binocular camera array, and/or a trinocular camera array
Reference may also be made to United States Patent 7,419,100, Method and system for executing document scanning jobs that are intended for a remote work station through using a wireless interconnection between the work station and a scanner facility The present invention provides a method and system are described for executing document scanning jobs intended for a remote work station through using a wireless connection between the work station and a scanner facility When a user, carrying a mobile device approaches a multifunctional reproduction device, automatically a scanning template is uploaded from the mobile device to the multifunctional device In case the user now makes him known to the multifunctional device and prepares for a scan job at the user interface of the multifunctional device, the scan template will be displayed for further specification of the scan job by the user After completion of the scan job the scanned data is downloaded to the mobile device When the connection is closed the scanning template and data belonging to the scan job are removed from the multifunctional device
Reference may also be made to United States Patent 7,366,338, automated document processing system using full image scanning The invention relates to a document processing system comprising an input receptacle for receiving documents A transport mechanism receives the documents from the input receptacle and transports the documents past a full image scanner and a discrimination unit An output receptacle receives the documents from the transport mechanism after being transported past the full image scanner and the discrimination unit The full image scanner includes means for obtaining a full video image of said documents, means for obtaining an image of a selected area of said documents, and means for obtaining information contained in said selected area of said document The discrimination unit includes means for determining the authenticity of said document A system controller directs the flows of documents over the transport mechanism
Reference may be made to United States Patent 7,142,333, System and method for wirelessly initiated document scanning and transmission This invention provides a method of document scanning, comprising wirelessly communicating a request, initiated by a mobile computing device, to a scanner to image a paper document into an electronic document After imaging the paper document with the scanner to produce an electronic document, the method includes sending the electronic document from the scanner to a document server identified by the mobile computing device A document scanner comprises an imaging mechanism configured for creating an electronic document from a paper document and a wireless communication module configured for wirelessly
receiving an imaging request from a mobile computing device and for sending the electronic document to a document server based on the imaging request
Reference may be made to US patent number 8,126,884, which provides Scoring documents in a linked database In this invention, a method assigns importance ranks to nodes in a linked database, such as any database of documents containing citations, the World Wide Web or any other hypermedia database The rank assigned to a document is calculated from the ranks of documents citing it In addition, the rank of a document is calculated from a constant representing the probability that a browser through the database will randomly jump to the document The method is particularly useful in enhancing the performance of search engine results for hypermedia databases, such as the World Wide Web, whose documents have a large variation in quality
Reference may also be made to US Patent 8,108,153, which relates to Method, apparatus, and program product for creating an index into a database of complex molecules Here, the disclosed technology relates to the creation of creating an indexing system The indexing system is created by selecting a macromolecule structure and determining a reference mass and an adjacent ion mass The reference mass and the adjacent ion mass associated with the macromolecule structure are then stored in the indexing system The computer program product is comprising a tangible computer-usable data carrier providing instructions that, when executed by a computer, cause said computer to perform a method comprising selecting an existing representation of a macromolecule that includes a plurality of molecular subunits, determining a reference mass corresponding to a subset of the molecular subunits, determining an adjacent ion mass, wherein the adjacent ion mass is the sum of the reference mass and mass of an additional molecular subunit, and indexing a number of database records based at least on the reference mass and the adjacent ion mass, wherein a respective database record includes a representation of a macromolecule, and wherein the database records are directly indexed by the reference mass and the adjacent ion mass
Further reference may be made to US patent number 8,095,535, which relates to updating indexing tables in a database system Herein, updating an indexing table in a database system comprising a database storing item tables of items appended by timestamps is provided Each of items is further categorized by timestamp into said tables, and said item tables being indexed by indexing data The database system further comprises an indexing table for said indexing data, listing the earliest timestamp of said item table together with said indexing data and a system manager for searching said item tables using said indexing table and a maintenance module for said indexing table
Further reference may also be made to US Patent 7,792,839 which is about Incremental indexing of a database table in a database The present system indexes a plurality of entries in a database that contains a database table having a base index As a recent row is inserted in the database table, an index increment is generated based on the inserted row Preferably, the index increment is smaller in size than the base index because it is recently generated The smaller size of the index increment facilitates the management of the index increment An index entry associated with the inserted row is added to the index increment, and the index increment is merged with the base index Here, a computer-implemented method of indexing a plurality of entries in a database stored on a computer readable storage medium that contains a database table having a base index, the method comprising inserting a plurality of rows in the database table, generating a plurality of index increments in response to insertion of the rows in the database table, the index increments comprising a subset of database index entries, each database index entry formatted to match a database index entry in a corresponding base index, wherein a number of database index entries in the index increments is less than a number of database index entries in the base index, adding a plurality of database index entries associated with the inserted rows to the index increments, generating an additional index increment from the plurality of index increments in response to an index increment having a memory size that approaches a memory size of volatile cache available to a database generating the additional index increment, satisfying a database request by performing a parallel index scan of the base index and the index increments, the parallel index scan scanning the base index and the index increments concurrently, the database request received subsequent to insertion of the row, and merging the index increments with the base index in response to a query response time for the database exceeding a first predefined criterion defined by an administrator of the database table and a number of index entries exceeding a second predefined criterion upon
completion of the step of adding the plurality of index entries to the index increments, such that database index entries added to the base index satisfy a predefined ordering of the base index
Further reference may be made to US Patent 7,702,619, which relates to Methods and systems for joining database tables using indexing data structures This is about a method for identifying joined rows in a database comprising a plurality of tables The method comprises selecting a group of tables directly or indirectly joined with each other, selecting an order of the group based on relationships among the tables, generating an intermediate data structure which identifies the group of tables, a number of virtual tables equal to one less than the number of tables in the group, and an indication of an adjacent table, and a common table and key for at least some of the group of tables and the virtual tables, generating indexing data structures for the group of tables and virtual tables, and, inserting information from rows of the group of tables into the indexing data structures using the intermediate data structure The indexing data structure for one virtual table indicates which of the rows of the tables have common data elements Here, a computer implemented method is provided for identifying joined rows in a database comprising a plurality of tables, the method configuring one or more processors to perform an operation comprising selecting a group of tables from the plurality of tables, each table of the group of tables being directly or indirectly joined with each of the other tables in the group of tables, selecting an order of the group of tables based on relationships among the group of tables, generating an intermediate data structure comprising information identifying each of the group of tables, a number of virtual tables equal to one less than a number of tables of the group of tables, each virtual table comprising information identifying two or more tables of the group of tables, and an indication of an adjacent table, a common table and a common key for at least some tables of the group of tables or the virtual tables, generating an indexing data structure for each table of the group of tables and each virtual table of the virtual tables, inserting data pointers and data elements from rows of the group of tables into the indexing data structures using the intermediate data structure, wherein the indexing data structure for one of the virtual tables indicates which of the rows of the group of tables have common data elements, and wherein selecting the order of the group of tables comprises (a) creating first and second auxiliary data structures, (b) inserting one of the group of tables into the first and second auxiliary data structures, (c) designating a first table in the first auxiliary data structure as a current table, (d) for each adjacent table of the group of the tables that has at least one column which corresponds to a column of the current table and has not already been inserted in the second auxiliary data structure, inserting the adjacent table into the first and second auxiliary data structures, (e) removing the current table from the first auxiliary data structure, and (f) repeating steps (c) to (e) until the first auxiliary data structure is empty
However, none of the above discussed patent applications provide an indexing system which is being covered in the below specification of present invention The indexing system of the present invention is novel and inventive over all the above inventions of prior art in way that any page of the any document can be traced back to its original source, image or physical None of the prior art documents are providing this inventive feature
Objects of the invention
The main objective of the invention is to provide a system for document management
Another objective of the invention is to provide a system for document digitization and digital archiving
Another main objective of the invention is to provide a method and system for document indexing
Another objective of the invention is to provide a system which provides solutions for complete cycle of document management, ranging from document collection, scanning, database generation and storing the documents
A further objective of the invention is to provide a system which provides the document management solutions in a cost effective manner
Summary of the invention
This invention provides a system for document imaging and digital archiving This present invention provides a unique method for document indexing in the database system in such a way that at any time, any page of the stored document can be traced back to its original source The system of present invention comprises a device, preferably digital camera for scanning the documents to convert them into digital form and then storing the entries of documents in the form of a relational database
The documents are collected from multiple geographical locations, assigned unique codes and information stored in a central database in such a way that at any point of time any page of the document can be traced back to its source
Statement of the invention
Accordingly, the present invention provides a system for document management and digitization, said system comprising collecting the documents from multiple geographical locations and indexing the documents in such a way that each and every page of the physical document as well as image of the document can be traced back to its source as and when required
Brief description of the drawings
Figures 1, 2, 3 and 5 provide the overview of entire system in illustrative manner Figure 4 gives an illustration for 'multiple audit remark entry control'
Detailed description of the invention
The description of the invention detailed below provides only the most preferred embodiments of the invention. It is pointed out that many more such variations are possible and are within the scope of this invention only. So the present embodiments are only for the purposes of illustration and therefore should not be construed to limit the scope of the invention
Document Management Process Flow and Data structure
The document management, where large numbers of customers are involved like Telecom customers and where identity of the customers is identified only on the basis of physical papers, following constraints is observed
• The documents are generated across the geography of the country at every urban and rural market The spread and volume is very large which makes it challenging to timely collect and process and store documents at any central location
• The documents are mostly handwritten which is difficult to read Any optical character recognition software is not able to read the documents accurately Thus all entries are required to be done by manual punching
• Manual punching is always prone to errors, thus system is designed to multiple checks to minimize the errors At the same time, turn over time cannot be compromised due to pressure of legal compliance
• Internet bandwidth is a big limitation in rural and upcountry location, due to this, online transfer of large data like images become a bottle neck
• Time given for capturing the information and digitization of document is very limited Therefore to counter this, it becomes impractical to physically transport the documents to
central location for processing Thus, the activity is required to be done at many smaller processing centers, yet data is required to be collated at central servers for legal compliance
• Documents are usually provided without any index and are loosely bound using stapler pins,
consisting of 3 to 20 papers in each set Besides for the purpose of scanning all documents
are de-pinned Under this scenario, it becomes essential to have process where
o Identity of every paper in the document is established
o Documents are required to be bunched is such a manner that it become easier to handle during activities like entries, scanning, transportation and storage
Looking to the above scenarios, a system of document processing is invented for which following considerations are taken
Infrastructure setup
• A team of executives are deployed for collecting the documents from the source of generation, they will be called as Pickup Executives The Pickup Executives travel to the source or permanently remain there based on the volume of the documents
• Document Indexing and Scanning centers are established in appropriate cities and towns so that the travel time for documents to reach is less than 12 hours from the source of generation These centers are equipped with computer systems, intranet connectivity to the central servers and local image servers Manpower is deployed at these centers for indexing, scanning dispatch to warehouse activity
• Data Center is established at a central location where database servers, Image servers, Backup Servers and LAN/WAN infrastructure are available
• Data Entry centers are established, minimum at two locations These centers are equipped with computer systems, intranet connectivity to the central servers and local image servers Manpower is deployed at these centers for various data entries from images Physical documents do not travel to this location
• Physical Document Warehouse is established where physical storage of documents takes place These centers are equipped with facility for storing the documents, computer systems, intranet connectivity to the central servers and local image servers Manpower is deployed for receiving the documents, verification of index, storage of physical documents and retrieval of the documents
Data Center
Data Centres consists of following
• Server systems hosting relational database for online transaction processing and data warehousing
• The information to be captured and the workflow of the documents keeps on changing due various legal regulations, change in geographical coverage and client requirements Thus Database structure is designed
o Using the model as given in figures
o This enable to remain data structure dynamic in a sense, the fields and activities can
be added or removed with at any time without changing the table structure o The record is created in the Entity Table which is governed by unique identity of the
document o The information like Name, Father Name, Nationality, Address(s), Town, City, Pincode,
date of birth, details of proof of identity, address and income etc are stored vertically
in Property Tables o The information of Activity Flow (Workflow) is stored in Activity Table, which consists
of stage (representing activity code), operator, date and time of activity and computer
host on which activity is performed o The information of Index of the document like StackNo, Packet No, Box Number, and
Rack Number is stored in Index Tables These tables are further structured to store
information of transportation of the documents o The information of Image Location at various processing centers and image servers
are stored in Image Index Tables The storage of image is categorized on the basis of
physical location of the Image Servers so that when the users request for the images, the image can be provided from the nearest image server as per the pre-defined logics
• Image Servers to store scanned images, index of which is stored in relational database with link to the relevant information
• Image servers are established at
o Central Data Center o Data Entry Centers o Physical Warehouse
• The purpose of establishing Image servers at all processing centers is to provide images faster for processing and retrievals without limitation of slower WAN connectivity This gives a cost effective means of working with cheaper connectivity lines between the centers
• Due to multiple servers available at all processing centers, images transfer only once and all further transaction take place through local LAN This reduces the network traffic flow between central data center and processing centers, which otherwise would be many folds higher due to multiple round trip of the same data (images) for various activity
Process Flow and Data Flow
Document Collection
• The Pickup executive visits the document source
• A preliminary audit of the documents is conducted based on the compliance requirements Non-compliant documents are returned
• A note of handover of documents is signed off and documents are brought or sent to nearest Indexing and Scanning center
Activities at Indexing and Scanning Center
• On receipt of the documents, every batch is identified by a unique identification called Pickupld
• Pickupld entity has information of
o Source of the document
o Date of the Pickup
o Quantity of the documents
o Date and Time of the receipt of the document
o Code of the Pickup Executive who had picked up the documents from the source
o Code of the Receiver
o Center Code where the documents have been received
• The Pickupld thus generated is printed and pasted on the envelop that contains the documents This batch will be called as Pickup
• The Pickup then flows to the team of audit executives who check the documents correctness and completeness as per the compliance parameters
• Any non-compliant documents are identified by affixing a tag giving reasons of non¬compliance
• On completion of the Audit, Executive affixes pre-printed barcode of his code for identification of the responsibility of document
• The document then flows to the Barcode Section Here the executive affixes barcode of a unique serial number termed as StackNo, throughout the enterprise on every usable side of the pages belonging to the Pickup packet
• The Barcode printing is managed by a specific module which controls the generation of unique number amongst different indexing centers
• On completion of the Pickup Packet, the barcoding executive affix pre-pnnted barcode of his code for identification of the responsibility of document
• Pickup Packet is then identified in and software module with starting and ending serials of barcodes affixed on the document
• The same module is used to club the smaller sized Pickup Packets into larger packets and break large sized pickup packet into smaller packets so that easily handled packet sizes are generated physically At the same time, identification of the source is establised by record of Starting and ending serial number of the pages of the documents
• The clubbed batches of the documents are now termed as Packet These packets are the base entity for physical storage of the documents in the ware house, indexing logics for the purpose of scanning and phyisical transportation of the documents amongst the various centers The qunatity of the Packet is usually kept nearly 100 documents comprising of 300 pages Every packet is identified by barcoded packet numbers and other details printed on it
• The Packet flows to operators who make the primary entry of the documents This entry is termed as Receiving Entry
• The module of Receiving entry works on packet basis, where operator lock a packet, make entries of primary number document like Mobile Number, type of the document, audit status (as recorded by the Audit Executive) and any other essential fields is required for validation of the document compliance On completion of all the entries, operator closes the packet
• The receiving entry of the packet is then validated again at a Receiving Validation module Here operator locks the packet, punches the essential numeric fields again and if any difference is found from the initial entry, correction routine is triggered
• After validation of the packet, the index of the document is created in the Central Database
• Packets clearing the receiving validation flow to Scanning Section The scanning of document is also done as batch of each packet
• Scanning module incorporates automated barcode reading feature Operator has to scan all the documents bearing StackNo
• The Packet for which all pages are scanned bearing StackNo, is marked closed This validation is incorporated in the scanning module
• Images of scanning closed are transferred from the scanning workstation to image server of the respective scanning center and image path is stored at the central database
• The index of the image is tagged with the document entity basis the barcode StackNo as entered into validated Receiving Entries
• Image transferred to scanning center image server are copied using background service running at Data Center to central data center, Data Entry centers and Physical Warehouse The index of copied images is appended to Image Index with relevant domain and location
• During the scanning process the documents are de-stapled Thus after scanning stapling process is carried out on the packets The stapling is done with the assistance of barcode on the pages of the documents in the packet Here barcoding of all the pages plays important role for maintaining the integrity of the document and mixing up of pages are avoided
• After re-stapling process, the documents in the packets are again validated using barcode scanner of any mixing of the document amongst the packets
• Validated packets are packed into the boxes for transporting to the physical warehouse The content of the boxes is recorded in relevant module using barcode scanners The Boxes are labeled by barcoded identification stickers
• The packets packed in the boxes are transported to the Physical Document warehouse for storage
Activities at Data Entry Center
• After the images from the scanning center are copied to the data entry center by the Data Center service module, a background server at data center prepares the queue of the entities for data entries, this service will be termed as Queue Manager
• Data entry center has three sections
o First Data Entry, where all requisite fields are entered, termed DEI o Second Data Entry of important fields with respect to compliance, termed DE2 o Third Data entry where word to word comparison of the DEI and DE2 is check and corrected, termed DE3
• When operator of DE1, DE2 or DE3 logs in, the queue manager allots finite entities (30 to 60 in all) to the operator The allotted entities are only those for which are images have been copied to operator's local image server
• After the allotment, the operator is thrown up one entity into the Data Entry Module
• Data entry module consists of two partitioned frames One frame displays the images of the respective entity and the second frame contains dynamically painted controls for data entry
• Operator completes the entries The entered data is validated at front end and back end against the Data Entry rules Invalid data throws exception, which operator has to correct
• Validated data is saved in the Entity properties tables The Activity tables are appended with the operators' codes, date time and Host of entries
• Quality control team is also deployed at the data entry center which sample checks are quality of Data Entry done by the DE1, DE2 and DE3 operators
• The sampling for quality control is also done by Queue Manager Service The sampled entities are thrown up in the quality control auditor modules Quality control auditor checks the mistakes and rates the entries
Activities at Physical Warehouse
• Documents are received from indexing and scanning centers
• Validation of documents against dispatch record is checked for consistency This is done packet to packet basis
• After validation, Packets are boxed for final storage Relevant entries of Packets and boxes are made in the specific warehouse module
• The boxes are stored on the racks The information of which box in which racks is entered in the warehouse module
• Warehouse also deploys manpower for retrievals of documents when demanded by respective authorities
• The retrieval team extracts the index information and images of the document asked As per the requirement, Images or actual documents are provided to authorities
• Software module keeps track of such retrievals and prepares gate pass in case of physical movement of the documents
• The software module also tracks the receipt of such documents Tracking of documents not yet received is managed with this record
• The received back documents are re-indexed into new packets, boxed and stored on the racks The re-indexing module is done in software modules, which modifies the physical location of the document with the new location
So accordingly, the present invention provides a system for document management and digitization, said system comprising collecting the documents from multiple geographical locations and indexing the documents in such a way that each and every page of the physical document as well as image of the document can be traced back to its source as and when required
In a preferred embodiment, said documents are collected batch wise and each batch is identified by a unique identification called Pickupld
In another embodiment, each Pickupld entity has information relating to selected from but not limited to the fields of 'Source of the document', 'Date of the Pickup', 'Quantity of the documents', 'Date and Time of the receipt of the document', 'Code of the Pickup Executive who had picked up the documents', 'code of the receiver' and 'center code where documents have been received' etc from the source
In yet another embodiment, said Pickupld generated is printed and pasted on the envelope which contains the documents
In another embodiment, the batch obtained is called as Pickup
In another embodiment, said PickUp batch is sent to the team of audit executives who verify the contents and documents correctness and completeness as per the compliance parameters
In yet another embodiment, any non-compliant documents are identified by affixing a tag giving reasons of non-compliance
In another embodiment, on completion of the audit, the executive affix pre-printed barcode of his code for identification of the responsibility of compliance of document parameters
In yet another embodiment, said document then flows to the Barcode Section
In a further embodiment, barcode of a unique serial number termed as StackNo is fixed to the document, which is put throughout the enterprise on every usable side of the pages belonging to the Pickup packet
In another embodiment, said Barcode printing is managed by a specific module which controls the generation of unique number amongst different indexing centres
In another embodiment, on completion of the Pickup Packet, the barcoding executive affixes pre¬printed barcode of his code for identification of the responsibility of document
In yet another embodiment, said Pickup Packet is then identified in and software module with starting and ending serials of barcodes affixed on the document
In another embodiment, all the Pickup Packets arranged into uniform sizes so that easily handled packet sizes are generated physically defined as PACKETS
In yet another embodiment, identification of the source is establised by record of Starting and Ending serial number of the pages of the documents
In another embodiment, said packets are the base entity for physical storage of the documents in the ware house, indexing logics for the purpose of scanning and phyisical transportation of the documents amongst the various centers
In yet another embodiment, the qunatity of the Packet is usually kept preferably upto 100 documents comprising of 300 pages
In another embodiment, every packet is identified by barcoded packet numbers and other details printed on it
In yet another embodiment, the said Packets flow to the operators who make the primary entry of the documents termed as Receiving Entry
In another embodiment, the module of receiving entry works on packet basis, where operator locks a packet, make entries of primary number document like Mobile Number, type of the document, audit
status as recorded by the Audit Executive and any other essential fields as required for validation of the document compliance
In another embodiment, on completion of all the entries, operator closes the packet
In yet another embodiment, the receiving entry of the packet is then validated again at a Receiving Validation module
In another embodiment, in Receiving Validation module, the operator locks the packet, punches the essential numeric fields again and if any difference is found from the initial entry, correction routine is triggered
In yet another embodiment, after validation of the packet, the index of the document is created in the Central Database
In another embodiment, Packets clearing the receiving validation flow to Scanning Section
Special Controls Invented for Barcode Receiving Entry
Primary Entry Control in Dual Password mode
One of the most common problems in entries is errors in punching These errors lead to affecting the customer services and linking of records to different identity To counter this special control is created as shown in the Figure 3 Dual Password mode Number Entry Control
In this control Operator enters the number in two textbox controls As the operator enters the numbers, only bullet characters are visible Both numbers have to match and should be as per the logics given by the client In case there is mismatch, the textboxes turn red and numbers are not shown indicating error, when operator re-enters the numbers The numbers become visible only when both the numbers match
Advantages This Entry and confirmation process forces the operator to read the number two times carefully and avoid him from making entries If traditional text box control is provided then it results in error to the range of 5% to 10% whereas expected accuracy level is less than 0 01% With this control desired accuracy level is attained
Multiple Audit Remarks Entries Control
The document when audited may contain multiple non-compliant attributes The business requirement is to record all the non-compliant remarks For this a special control is invented as shown in Figure 4 Multiple Audit Remark Entry Control The control consists of a combo box (also called dropdown list) and a textbox The combo box is filled with the predefined list stored in the database at the time of load and based on the Document Type selected by the operator Operator selects the respective rejection reason and presses Enter key This adds the respective remark to the list and displayed in the text box In case of mistake operator uses shortcut key CTRL+Z and remarks are removed from the list If the
document is compliant, then a simple keyword Ok is entered On save this control sends the list of rejection and most prominent rejection reason along with its code to database to record
Disadvantages of normal controls This function is usually done using a multiple check box lists where a list box is populated with the items and multiple check boxes (Figure 5 Traditional Multiple selections Control)
The operator selects the respective Items for multiple selections This control has following disadvantages
• Usually the selection list runs in the range of 50 to 100 remarks It becomes difficult to find out the respective rejection reason and is time consuming
• The control is prone to errors as only space bar or mouse click is used for selection
• Large lists required large screen area which become impractical or may require lot of scrolling Advantages of this control
• Use of Combo box makes it possible to accommodate large number of list items yet consumes very small area of the screen
• The operator has to type few starting words of the remark for the selection This narrows down and operator make correct selection
• The control is fully keyboard operated and thus comparatively fast to operate
Advantages of the entire system
1 Very efficient system
2 Easy traceability of documents at any stage
3 Each page is bar-coded, so scope of errors is very less
4 Integrated Database from Collection of document to the Warehousing activity reduced loss of document during the process
5 Integrated Indexing and scanning module helps in creation of error free image database
6 Operations can be carried out at regionally discreet locations with reduced network traffic This reduces time taken for the entire activity due cut done in time due to physical document transportation
7 Every activity has built in quality check process gives near zero error in record creation

We Claim:
1. A system for document management and digitization, said system comprising collecting the documents from multiple geographical locations and indexing the documents in such a way that each and every page of the physical document as well as image of the document can be traced back to its source as and when required.
2. The system as claimed in claim 1, wherein said documents are collected batch wise and each batch is identified by a unique identification called Pickupld.
3. The system as claimed in claim 2, wherein each Pickupld entity has information relating to selected from but not limited to the fields of 'Source of the document', 'Date of the Pickup', 'Quantity of the documents', 'Date and Time of the receipt of the document', 'Code of the Pickup Executive who had picked up the documents', 'code of the receiver' and 'center code where documents have been received' etc. from the source.
4. The system as claimed in claim 2, wherein said Pickupld generated is printed and pasted on the envelope which contains the documents.
5. The system as claimed in claim 4, wherein the batch obtained in claim 4 is called as Pickup.
6. The system as claimed in claim 5, wherein said PickUp batch is sent to the team of audit executives who verify the contents and documents correctness and completeness as per the compliance parameters.
7. The system as claimed in claim 6, wherein any non-compliant documents are identified by affixing a tag giving reasons of non-compliance.
8. The system as claimed in claim 6, wherein on completion of the audit, the executive affix pre-printed barcode of his code for identification of the responsibility of compliance of document parameters.
9. The system as claimed in claim 8, wherein said document then flows to the Barcode Section.
10. The system as claimed in claim 9, wherein barcode of a unique serial number termed as StackNo is fixed to the document, which is put throughout the enterprise on every usable side of the pages belonging to the Pickup packet.
11. The system as claimed in claim 9, wherein the said Barcode printing is managed by a specific module which controls the generation of unique number amongst different indexing centers.
12. The system as claimed in claim 9, wherein on completion of the Pickup Packet, the barcoding executive affixes pre-printed barcode of his code for identification of the responsibility of document.
13. The system as claimed in claim 12, wherein said Pickup Packet is then identified in and software module with starting and ending serials of barcodes affixed on the document.
14. The system as claimed in claim 12, wherein all the Pickup Packets arranged into uniform sizes so that easily handled packet sizes are generated physically defined as PACKETS.
15. The system as claimed in claim 14, wherein identification of the source is establised by record of Starting and Ending serial number of the pages of the documents.
16. The system as claimed in claim 14, wherein said packets are the base entity for physical storage of the documents in the ware house, indexing logics for the purpose of scanning and phyisical transportation of the documents amongst the various centers.
17. The system as claimed in claim 16, wherein the qunatity of the Packet is usually kept preferably upto 100 documents comprising of 300 pages.
18. The system as claimed in claim 14, wherein every packet is identified by barcoded packet numbers and other details printed on it.
19. The system as claimed in claim 14, wherein the said Packets flow to the operators who make the primary entry of the documents termed as Receiving Entry.
20. The system as claimed in claim 19, wherein the module of receiving entry works on packet basis, where operator locks a packet, make entries of primary number document like Mobile Number, type of the document, audit status as recorded by the Audit Executive and any other essential fields as required for validation of the document compliance.
21. The system as claimed in claim 19, wherein on completion of all the entries, operator closes the packet.
22. The system as claimed in claim 19, wherein the receiving entry of the packet is then validated again at a Receiving Validation module.
23. The system as claimed in claim 22, wherein in Receiving Validation module, the operator locks the packet, punches the essential numeric fields again and if any difference is found from the initial entry, correction routine is triggered.
24. The system as claimed in claim 23, wherein after validation of the packet, the index of the document is created in the Central Database.
25. The system as claimed in claim 23, wherein Packets clearing the receiving validation flow to Scanning Section.
26. The system for document management and digitization, substantially as hereinbefore described with reference to the accompanying drawings and specifications.