Document Security & Digitization

Our digitization methodology includes

Document Receipt, Inventory Preparation, Document Scanning, Image Processing, Quality Control, Transfer to Repository

We also offer special digitization services for rare books, ancient manuscripts, and archival content. Documents remain in their natural state on the scan surface. They do not need to be unbound, separated, or carefully positioned.

The main theme of any digitization is Archival.

Our customers should always remember to ask these  question to any service provider:

  • Will the file open after 10 years?
  • Will the digitized file open in exactly the same fashion as it was scanned on day 1?
  • Will the file open in IoS/Mac, Android, Windows or in any new format available at that point of time after few years.

Considering the above, internationally a need for a universal standard was felt and that is where PDF/A came into being

PDF/A is an ISO 19005-1:2005 standard meant for archiving. 

PDF/A-1 is a form of Adobe PDF version 1.4 intended to be suitable for long-term preservation of page-oriented documents for which PDF is already being used in practice. The ISO standard [ISO 19005-1:2005] was developed by a working group with representatives from government, industry, and academia and active support from Adobe Systems Incorporated.

The PDF/A standards attempts to maximize:

  • Device independence(can open in any device including today’s Android etc.,)
  • Self-containment (each document will have the complete date of the document archived date, time etc., a Tamper proof document)
  • Self-documentation (is considered to be next original)

What is the difference between PDF and PDF A?

PDF/A is an ISO-standardized version of the Portable Document Format (PDF) specialized for use in the archiving and long-term preservation of electronic documents. PDF/A differs from PDF by prohibiting features unsuitable for long-term archiving, such as font linking (as opposed to font embedding) and encryption.

All your digital data — now in one place

It is an investment-free solution to build a digital library.

Alfresco CE is the DMS software that we suggest. It’s an open source product (FREE) and the source code will be with the customer. Means, any time, the customer can modify the DMS, Upgrade to latest version etc. (No document can be tampered)

Alfresco is rated amongst top 3 in Gartner’s ratings.  Similar paid DMS software will cost not less than 8-10 Lakhs.

Our recommendation to the customer is to focus more on the DOCUMENTS than the DMS. Pay more for document for archiving and use a best graded DMS – ALFRESCO open source which is Free to store all the date while the control of DMS is with you and not with the supplier.  This eliminates

  1.  AMC of DMS – Huge cost!
  2. Need not depend on the supplier for fixing the issue, your IT team can fix
  3. In case the supplier closes down their unit/business due to various reasons,   then what?

Alfresco is very useful for User Rights Management and adding access controls. It makes the job of search and retrieval very easy and systematic.