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Posted on October 9, 2009 by AlterSage | Posted under Software
Modern Data Storage and Archive Solutions
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Naspers is a large media company in South Africa with massive data archiving requirements. The company previously kept a lot of hardcopy data in files, material that was important but relatively inaccessible. These files had important facts, figures and data recorded in them but when they were needed for reference, it could take days, possibly weeks to find the correct file, by which time the information may have been irrelevant. Naspers decided to upgrade their old storage technique to modern technology. The company needed a solution which would capture all of the inaccessible, hardcopy data and make it easily searchable – basically creating an easy-to-access digital archive. Other requirements for the solution required that the procedure should not damage the papers and resources scanned, would present crystal clear images of the scanned material, be easy to upload into a central database, be easy to manage and archive and would also be easy to find and access. They found the solution by using innovative hardware and software components from a leading enterprise content management provider to convert their hardcopy, paper-based data into digitised data – as well as an electronically-indexed storage solution for the original documents. How they did it Using scanners designed to process bound and unbound material at up to 300 pages per minute, Naspers was able to scan original documents in colour at an optimal resolution. Optical character recognition was then used to index and categorise the data, making it easy to retrieve and store. The digital data was then archived and, using document management software, a repository was created for the management and storage of the data. Electronic capture and recognition software enabled optical character recognition, meaning that data could be retrieved easily via keyword searches. The current repository of digitised data is managed by an archive manager and documents can also be edited and new ones can be added easily. The archive manager is able to restrict and control access permissions of users to the repository. Access to the repository is through a user-friendly web interface, and search functionality means that internal staff and external clients have access to the large amount of data stored, no matter where the person is located. This Naspers case study is a perfect example of how modern digitising solutions can assist businesses of all kinds in saving time and money by streamlining business processes. Scanners are available in many different formats enabling the scanning of virtually any type of document. The high speed of these scanners plus features to stop duplicate copies, prevent missed pages or protect against damage to the original documents allow hardware to process large volumes of data at a fast pace. Document recognition, storage and databases Special character recognition software enables optical character recognition – a technology that identifies individual characters and words on a document and converts them to digital data. In conjunction with document management software, it is possible to use basic search functionality to search through digitally archived material using specific keywords. Databases and repositories created through scanning and document management technology can be added to, edited and deleted if need be. In the case of Naspers, the quick search function and web interface for accessing the repository allowed for business processes to function optimally. The digital archive also means that Naspers can sell copies of photographs and other stored material with ease, creating new revenue streams. The Naspers case study is a perfect example of how scanning and document management technology can revolutionise business practices and even create more revenue. Through advanced scanning hardware coupled with optical character recognition and document management software, a business can transform what was originally a mass of papers and loose data into a precise, expertly-managed repository. About the Author First Coast Technologies are providers of scanning and data storage solutions including electronic capture and recognition software and document management software. About The Author: First Coast Technologies are providers of scanning and data storage solutions including electronic capture and recognition software and document management software. |
Tags: ELECTRONIC CAPTURE RECOGNITION SOFTWARE, OPTICAL CHARACTER, OCR CONVERSION, IRIS ENTERPRISE DOCUMENT MANAGEMENT, WORKFLOW, IMAGESITE
