Skoch Order of Merit Award 2014 to Document Management System

In Odisha there are 317 Tehsil offices and each Tehsil is having a record room with thousands of case records, maps and other valuable documents. These documents are very old and many of them are in poor physical condition. It may happen that some documents would be in powder form if care is not properly taken. Not only the Tehsils, there are many other offices in the Government, where the situation is same. Due to this situation, Government decides for a Modern Record Room in each Tehsil, where valuable documents would be safely stored in soft digitized formats and these documents would be retrieved and used during their requirement. Because, in Government departments, the documents are not only in bad physical conditions, but, also the tracking of those documents are highly time consuming activities. Many times the needy public would not get the certified copies of these documents. Thus, the Document Management System, (DMS)  developed by National Informatics Centre (NIC) is having the facilities of storing the scanned copy of the document in the database and the physical copy in the compactor for safe storage. The physical location is also stored in the database for easy retrieval. Further, the metadata of the document are also stored for strengthening the referential processes. In addition to this, Barcode system is also used to avoid the data entry by human beings.