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Records Management

Phase I:

Inspection of Record Room: As part of beginning of the work, we visit and survey all the record rooms, analyses the present condition and structure of the record room before planning preservation methodology.

Cleaning the Record Room: We with our well experienced team, expertized in managing the record room. We use the state of the art cleaning techniques which will not affect the life of the records.

Anti-termite treatment and Arrangement of records in a chronological manner: Once the records are cleaned and removed dust out of it, we temporarily shift all the records from the record room for Anti-termite treatment. Anti-termite treatment will be done by punching the floors and filling anti-termite substances and fill it with white-cement. Once Anti-termite treatment is done, we arrange available racks and shelves in order and arrange the records in chronological order in each category. We have executed many similar projects.

Preparation of Preservation Plan for Implementation: Because of our wide experience and more than a decade expertise, we prepare a proper preservation plan which will be submitted to the concerned authorized officers of the department and then implemented accordingly.

Recommendation: It is very crucial part of the record preservation, we thoroughly examine each and every available infrastructure in the record room which includes even, gaps in window and doors, electrical wirings, fittings etc and we will give effective recommendation with specification for each item. Climatic condition of the geographical location of the record room also will be taken into most consideration in the recommendation process.

Imparting training of Trainers: We provide training to the designated persons of the department in each and every stage of the above work.

Phase II:

Methodology for Identification of documents for reprography (i.e.) Photocopy, scanning digitization, Cataloguing and indexing :
            • Selection of files/documents of historical importance
            • Taking out the files / documents from the racks and placing them on the table
            • Opening the files / documents and studying them thoroughly
            • Familiarizing the contents of each file / document in accordance with the Metadata Creation
            • Entering the Metadata into the Application Software Provided by the Client under the guidance of the Designated Officers of DEO
            • Columns of "Detailed Descriptions" and "Key-words" will be entered carefully as decided by the Designated Officers of DEO
            • Taking out the first ORDINARY print of the entries so made and handing them over to the Designated Officers of the DEO of concerned offices for verification and checking the entry so made in the print-out.
            • Entering the corrections so made by the Officers of Concerned DEO offices into the computer under the supervision of the Designated Officers of DEO.
            • Depositing the document in its original place (after thoroughly cleaning the place of deposit), after duly marking the numbers of the Rack and the document, for future identification or as instructed by the
               Designated Officer (if necessary the document will be put into the new folder/cover board provided by the Department). This indexing will be done in screen printing as guided by the Designated Officers of DEO.
            • Scanning the Documents and storing them in both TIFF and PDF/A format in 300 dpi (wherever necessary)
            • Copying such of the data entries and images into 2 sets of Secondary Storage Devices such as DVD or External Hard Disks and handing them over to the Designated Officer of the Department.

Equipments:
            • Bookeye Plus Face Up Book Scanner with production Capacity of 3000 pages per day – 2Nos.
            • Avision Flatbed Scanner with Production Capacity of 2000 pages per day – 4 nos.
            • Graphtech A0 size wide format scanner for maps and drawing – 2 nos.

Time schedule and Management:
            • The above Scanners will be installed in 2 locations simultaneously
            • Around 5000 pages of daily output in each location
            • Image enhancement and quality improvement will be done back end on daily basis
            • Metadata will be created by a separate team on daily basis in each location
            • The complete scanning, Indexing, image enhancement will be completed in 3 months.

Phase III:

            • A One day training will be provided to all the designated staff about Phase I and Phase II
            • Complete Documentation will be done for the above work done
            • Submission of work completion and sign-off.