Digitization: A Public sector strategy for Legal File Management                                        

Major Scope

As a step towards organized official records in a techno-financing public sector enterprise, the field of housing and infrastructure development in India has transformed into a paperless office to combat a huge administrative burden due to bulk disoriented physical documents.

Client Vision

• Eliminate heaps of legal documents due to the propensity of files in the office.
• Keep away from deterioration due to storage as documents are the lifeblood of the law firm.
• Identify ambiguous tender documents and numerous clauses incorporated in the legal files.
• Smooth tracking of agreement clauses from umpteen law-binding contracts.
• Files need to be easily derived and exchanged for approvals.
• Streamlined data capture from the bulk physical documents.
• An audit trail to provide insight into user activity.
• Substantial savings by eliminating the high maintenance cost of paper works.
• Centralized document management through cloud solutions.
• Efficient and effective procurement.
• Restructure government administration through digitization.
• Less burden on IT when delivered with cloud-based technologies.
• Better collaboration among departments.

Scope Identified

• Legal File Management
• Streamline Procurement
• Audit Trail
• E-Tenders
• Cost reductions and revenue growth
• Flatten organizational structure hierarchy
• E-governance
• Better staff productivity
• Redefined urban development
• Quick and easy implementation
• Coherent file organization 

Roadmap for Digitisation

A highly professional and experienced team of Tyrus Technologies Private Limited, a Document Digitization company headquartered in Bangalore, initially studied the issue and pinpointed the client’s operational needs. Tyrus brings years of experience in public sector project management, consulting, and best practices with timelines that fit your schedule.

We have done a detailed study and created a document explaining the type of records and the roadmap to optimum digitization. As it is a public sector institution, many documents must be classified and scanned. The team could accomplish the task of creating customized software owing to the customer requirements. One of the prime needs of the customer was streamlined data search, so we put forward the concept of OCR technology where the employees can search information by word. With robust features and easy-to-use custom configuration tools. We made it possible to handle any type or number of legal files, agreements, and contracts, which in turn have tackled the administrative and management hassles of the institution.

       Key Milestones Achieved

• Digitization: Tons of physical files are classified, scanned, and brought into a digital platform to address the issue of time-consuming and obscure paper works.
• Optical Character Recognition (OCR): Searching information from stack-up paper files of the public sector is directed through precise OCR technology, enabling end users to edit or search for documents easily.
• Data Indexing: Indexing creates searchable information that helps users quickly find the document. It is stored in a database or document management system, which provides users with a logical structure to find copies.
• Automated Data Capture: Our platform helped to extract data from unstructured heaps of government records and documents accurately and quickly.
• Production Scanner: A vital part of a document management system is the scanning capability.With careful consideration, we chose a production scanner to deal comfortably with the volume and variety of documents the organization had in its storehouse.
• Folders and Subfolders: We organized the documents in folders (parent folders) and sub-folders (child folders) which gives users the ability to assign multiple documents for approvals at once to an individual or group. 
• Quality Check: Our professionals scrutinized all the folders to maintain the quality check by assuring that all the files were in place and systematic.
• E-Office Portal:  After crosschecking the classified files, it is uploaded to the e-office portal, an integrated file and record management system for tracking files and retrieving data to improve efficiency in the government process and service delivery mechanisms.

Results

• Optimum Digitization: A digital information platform helps print out and copy pages from any file within seconds and reduces manual work like typing and writing.
• Information Security: Increase the security of confidential files with password encryption. It prevents documents from being accidentally misfiled, lost, or destroyed due to repetitive manual use.
• Improved file organization: Systematic files and classified folders have reduced the hurdle of pulling data from different sources.
• Permanent storage system: As electronic data never deteriorates over time, this can ensure a permanent storage system and prevent the documents in the case of natural calamities.
• High operational efficiency: Less paperwork and red-tapism in the administrative process, resulting in better planning and coordination between different departments.
• Reduce Cost: E-governance saves resources, effort, and money and can extensively increase service quality levels and reduce time spent in government departments. 
• Sustainability: Digitization put forward a lighter environmental footprint by reducing the need for printing and posting multiple copies.