From Chaos to Order: Mastering Document Management in Bangladesh

Nowadays many organizations (both govt. and private) took the initiative of digitizing their backlog paper documents. They also adopted technologies to ease their operational activities related to digital transformation, however the adaptation of technology varies from company to company. This endeavor aims to categorize them into several groups while serving as a set of guidelines for best practices.

Group 1: Implemented a DMS integrated with a BPM.

• These organizations took comprehensive approach to digital transformation.
• They integrated a Document Management System (DMS) with a Business Process Management (BPM) or Workflow System.
• Their goal was to streamline ongoing activities and improve efficiency.
• Alongside this, they embarked on the task of digitizing their backlog paper documents.
• Their focus was on ensuring smooth workflows and seamless document management.

Group 2: Implemented a DMS without a BPM.

• These organizations recognized the significance of a Document Management System (DMS).
• They concentrated solely on adopting the DMS technology.
• Their objective was to digitize their backlog documents, freeing themselves from the constraints of physical files.?
• They aimed to create a centralized repository (Digital Repository or a Record Management (RM)) for preserving digital documents, enabling easy search, retrieve, access and efficient management.

Group 3: The customer undertakes the task of digitizing their backlog paper documents independently.

• Some organizations took matters into their own hands.
• They assumed the responsibility and the process of digitizing their backlog paper documents.
• Their approach involved organizing the digital files within a file folder structure.
• By doing so, they aimed to establish a systematic arrangement for easy retrieval and management.

Group 4: Outsourcing the whole task of digitization along with physical storage service to a third-party.

• A few organizations opted for a third-party solution.
• They decided to outsource the digitization service and physical storage of their files.
• After implementing the necessary technologies, they entrusted the task to external providers.
• Their objective was to benefit from specialized expertise and offload the burden of digitization and storage.
• However, only few can do it from the private segment of the market. Govt. sector can’t go for this sort of services as this requires to have defined document retention policies.

The implementation of these technologies and diverse digital transformation methods led to varied experiences, both positive and negative, across all the mentioned segments. Here are a few examples:

• Some encountered challenges and made mistakes along the way, while others achieved successful implementation.
• Different strategies were employed, such as creating single PDF files or manually separating documents for precise search capabilities.
• File formats like PDF, TIFF and JPEG were used based on individual preferences.
• The necessity of tagging the hardcopy location of files was subject to differing opinions.
• Configuration choices, such as scanning resolution and color options, varied among and within organizations for the same set of documents as they are getting managed by individuals other than a centralized process.
• Some organizations prioritized searchable PDFs to enable full text search yet some don’t have ideas or don’t need it.
• Temporary folders were set up to handle scanning output before transferring it to the final destination.
• The handling of scanning, indexing, and application form data entry process differs from organization to organization, with some organizations separating these tasks and others opting out of certain steps altogether.

This study suggests that either multiple standards are being followed or no standard exists at all in the observed activities. Organizations face different challenges while digitizing their backlog paper documents. However, there are various solutions available to all of the mentioned? problems.? Here is an elaboration of each solution that organizations may adopt to remedy those issues mentioned above. Suggesting the possible solution in categories based on need basis.

Physical File Tracking Solution: Most of the customers in Bangladesh need the physical file even after digitization for many internal reasons. A physical file tracking solution can be used to track the exact location of physical files within seconds. This solution eliminates the need for manual searching and reduces the time spent on locating important documents. By efficiently managing file locations, businesses can save time, increase productivity, and improve overall efficiency. There are few open source solutions based on either barcode or RFID tracking system, you can easily take it from there or you can also develop a solution you need on top of the source code, this won't take much time for the programmers to develop. You can also look for ready solutions in the local or international market.

Digitization: You can do it on your own if you have detailed knowledge around digitization. This is not just only scanning, there is more to that. i.e. Preprocess, Post process, Scanning using the right configuration that will meet your need, QC, separation, indexing, OCR, QC on data etc. Or you can outsource to a specialized company. there are many types of scanner that can be used for digitization, e.g. V-Shaped Book Scanner, Overhead Book Scanner, ADF (Automatic Document Feeder) Scanner, Flatbed Scanner, Large Format Scanner (for Maps) etc. But in general for digitizing office documents mostly ADF Scanners are used. ADF Scanners from renowned brands are known for producing superior quality images while minimizing file size. By utilizing these high-quality scanners, businesses can digitize documents accurately and efficiently, ensuring clear and manageable digital records.

Scanning Software: When you are using 1 or 2 scanners centrally then it’s perfectly okay to use the bundled software of the scanner that comes with the box, this will serve your purpose. But if you have multiple offices across the country like Banks, Insurance Companies or Conglomerates then using a centralized scanning software would be a good idea, because this will enable the businesses to centrally configure and manage scanning processes, eliminate scanner brand and model dependency etc. Organizations can have flexibility in their hardware choices and streamline their scanning operations for improved efficiency. Once the scanning is done then the system will pass the images either for separation or Indexing or give output to the final destination as defined in the process by the administrator. This type of solution is also capable of Automatic Document Identification based on advanced Deep Learning based technology, furthermore users can also leverage the API based extraction engine integration for the automatic data extraction from the scanned images. There are few popular engines available such as Google Vision, ABBYY, Amazon Textract, Azure etc. Hence users can get rid of many manual and error prone activities and save time and money. You can try Kodak Info Input, Ephesoft or Captura to have well managed centralized document capture tools.?

Document Management System (DMS): A comprehensive document management system (DMS) helps businesses to? capture, process, and store documents in a secured central repository. This system ensures files are organized, easily accessible, and protected from loss or unauthorized access. By implementing a DMS, businesses can enhance document security, streamline document retrieval, and improve overall workflow efficiency. There many open source DMS system that can be used or even modified as per need, e.g. Alfresco, OpenKM, LogicalDOC, Mayan etc. Also there are few local companies who are specialized in the document management domain, getting consultancy services from them or buying local products will also be a good idea in this regard.

Business Process Management (BPM): If your requirement is more than just a digital repository then a BPM is what you need alongside the DMS. A Business Process Management (BPM) automates repetitive tasks and removes the need for extensive human input. By automating processes, organizations can reduce costs, enhance quality control, and simplify overall operations. BPM can help businesses optimize their workflows and allocate resources more efficiently. Again if you are in love with open source then you can start with Alfresco Process Services (BPM), Camunda. I am very familiar with these two but there are few more available.

Apart from the above discussion there might be a case which is not as simple as described above, well in that case seeking consultancy support from an expert would be a good idea.

Useful links

Physical File Tracking Solution:

1. https://axistechnology-bd.com/solutions/physical-record-management-system/

Digitization Service

1. https://divobd.com/services/document-scanning-archiving-bangladesh/
2. https://axistechnology-bd.com/services/document-digitization/
3. https://www.devnetlimited.com/document-scanning-archiving/

Scanners

1. https://www.alarisworld.com/en-gb/solutions/document-scanners
2. https://scannerbangladesh.com/

Scanning Software:?

1. https://www.alarisworld.com/en-gb/solutions/software/browser-based-capture-application/info-input-solution
2. https://ephesoft.com/
3. https://axistechnology-bd.com/solutions/centralized-scanning-system/

Document Management System (DMS):

1. https://www.alfresco.com/ecm-software/document-management
2. https://www.devnetlimited.com/docudex-edms/
3. https://divobd.com/document-management-bangladesh/

Business Process Management (BPM):?

1. https://www.alfresco.com/bpm-software
2. https://camunda.com/
3. https://www.devnetlimited.com/process-automation/