Document Scanning & Storing

Nexzen Document Management System is the process of managing documents through their lifecycle-from inception through creation, review, storage and dissemination, all the way to their destruction. The basic technique used in document management systems is imaging, where a scanned image of a document is saved in the relevant location for quick retrieval.

At the next level, documents in the form of images are stored in the hard drive or optical disk where they get indexed, and later, if a person wants to read the document, he/she uses the retrieval tools available in the document imaging system. The technology works in such a way that an image once scanned remains sacrosanct and there can be no modification of data." Once a document is scanned then the data in the image can be extracted through OCR (Optical Character Recognition) technology for any modifications.

The cellular revolution in India has provided various avenues for the innovative usage of NDMS. "Cellular companies receive hundreds of application forms and also complaint letters that need to be addressed immediately.

In a highly competitive market, to hold on to the customer is the ultimate edge over competition. NDMS in the cellular market is largely used for quickly attending to customer queries, as retrieving paper documents could amount to considerable time lag. Private players in the telecom space are highly conscious of providing the best service to customers and NDMS is used there for bill processing, form processing, etc.

The current business scenario still foresees wide usage of paper documents, and it is not feasible to completely switch to online processing, especially when it comes to dealing with customers. But with computers increasingly becoming a part and parcel of daily life.