Doc Flow - A Document Management System

Objective

The client uses this application to serve their customers (e.g. hospitals, insurance companies, electricity companies, lease companies etc.) to convert their physical documents into digital documents. A BPO process will take care of inserting the metadata and indexing the records within the database. While updating documents or records BPO users can check-in to that particular directory or file to lock the file so that there is no overlap between the users. The purpose of the application is also to check the live status. This application also intends to export the documents in different formats.

Challenges

• OCR
  System has OCR facility to improve data entry productivity in turn higher profitability. We have provided various suggested solutions of third party integration and selected best one suiting to the requirement.
  
  
• Bulk copy
  Client’s processed data are in multiple terabyte and moving it from production server to NAS server were critical challenge as chances of corruption was very high in the real time environment.
  
  
• Data Transfer
  Data transfer using x.509 certificate while delivering the final output to end client for security purpose and make sure that data is not tampered.
  

Solution

• Document Receiver
  In this process, application will fetch digital documents (tiff/jpeg) from client’s server and/or scanning machine at HiTech’s site. These documents will primarily be stored in the database with an order and naming convention defined in algorithm.

• Document OCR and Barcode Reading
  Application will read barcode values and/or OCR along with certain images and/or all images of documents and store those details in database.

• Document Identification
  In this process system will identify documents based on the barcode and/or OCR values in database. If document is not identified by the system then this document will be available to user dashboard for identification where the BPO process will identify and classify those documents. File check-in and check-out function will be used while working on a particular document.

• Document Cleanup
  In this process system will identify blank image with help of page size and histogram and will display to the user for confirmation. When user wil check in for this process no other operation will be possible by any other user except viewing those documents. User can rotate the documents in case of document has wrong orientation.

• Document stacking and Classification
  In this process system will allow the users to add/edit metadata and tag the documents. Check-in/Check-out restriction will be active in this process too. OCR value and other auxiliary database will be used by the users to do appropriate stacking and classification of those document pages.

• Document QC/QA
  In this process system will allow QC users to verify and/or modify metadata and cleanup the document as and where needed. QC will send back the document to the relevant users to rework on the parts of the documents. This happens when some parts of the documents are not identified by the OCR reader. Check-in/ Check-out restriction will be active in this process.
  

• Document Export
  In this process system will allow to export any document with customized format.
  (E.g. pdf, searchable pdf (pdf/A), pdf + xml, text)

• Document Viewer
  In this module system will allow the users to search documents with provided metadata and also allow viewing those documents. Users can access, search and view documents based on their roles and rights defined at the back-end admin.
  

Technology Specifications

• Microsoft .NET 4.0
• Microsoft SQL Server 2008 R2