niid technologies document management solutions

NiiD Technologies

Document Management Solutions

NiiD’s experience

• 25 years in document management systems• Over 30 million documents processed• Projects with giants like TATA Motors and the

Virginia Department of Transportation• Worked with the most delicate documents as

well as the most confidential documents• Assurance of 99.995% accuracy• ISO 9001:2000 certified

Why DMS? In absence of document management system-

- Inefficient working (Nearly 10% of a worker's day is spent trying to locate documents)

- Normally, fear of losing important documents- Disaster recovery not possible- Security issues - Repetition and redundancy- Wastage of time and money

Document management system helps you get more structured, efficient and quick.

It gives a competitive edge by reduced lead time It helps you take an environment friendly approach (documents to be sent across

to people can be electronic now!)

Our offerings

Our Offerings

• Document Scanning• Digitization• Indexing, Metatagging• OCR & Forms Processing• Retrieval Tools• Security & User Access

Management• Work flow Management

High volume document scanning provided on site (if required)

We can Scan up to 20,000 pages per day with multiple scanners

Sizes varying from A4 to A0

Our Offerings• Document Scanning• Digitization• Indexing, Metatagging• OCR & Forms Processing• Retrieval Tools• Security & User Access


Conversion of old scanned documents to Digital, editable word or PDF files

Advantages of Digitizing-• Searchable• Editable• Taggable

We have 150 people working in 3 shifts to ensure that your digitization gets delivered as quick as you would like to put it to use

Our Offerings



Scanned documents are indexed so they can be grouped and searched.

Ex : An Insurance policy may be indexed by Policy Number, Expiry Date and so on

Apart from being helpful in retrieval, Indexing also helps in various reports & Analysis

Ex: How many Policies are expiring before June ?

Our Offerings



Optical Character Recognition software recognizes the text in the scanned images and makes it searchable and easily storable.

Ex: The text in hand-written application forms is recognized and saved in computer.

OCR of book layout text with pictures during correction process

OCR data entry & correction process

Example of OMR

Our Offerings



Find the exact policy form(s) or claim form(s) you are searching for by entering the policy-holder’s name or policy number or agent code.

Our Offerings



You can decide on who can open up and use these documents.

Confidential documents can be accessed only by the right people when they enter the correct security parameters like username and password.

We provide other security measures also to protect the information from hacking.

Our Offerings



Each work document can be passed on as per the workflow.

Determine the progress of your employees’ work and answer your customers better with the expected time of completion.

Ex: Easily find the status of a claim in process of a customer and also expedite the process if needed.

Receiving the documents

• Receive Documents• Create new Batch• Count Inventory• Sign off on Inventory

Pre-Processing

• A team of 150 people sent on site• Removal of Pins/Tags/Staples• Arranging the documents in required

sequence• Inserting Patches (if needed)• Batch creation

Scanning

• Scanning of Documents• Cleaning of documents - done chemically or

manually based on the type and quality of paper and text.

• Removal of debris• Rotation of the Docs

• Saving images under proper batches in database

Tagging/Indexing

• Extract images from database• Manual Indexing• Integrity check• Re-indexing if required

Quality Check

Images are retrieved using indexing criteria. They are then Integrity checked Quality of image Speed of retrieval Security and access check Random retrieval to check efficacy

What kind of documents?

• Application forms• Policy forms• Claim forms• Client’s medical reports• Other documents kept for records

Tag Fields For Retrieval

• Policy Number• Type of Policy• Name of Insurer• Contact details• Start Date• Expiry Date• Premium Amount• Sum Assured• Agent Code

Case Studies

• TATA Motors is one of the Fortune 500 companies. It is a leader in

commercial and passenger vehicles with winning products in the compact,

midsize car and utility vehicle segments.

• NiiD scanned approximately 150,000 large engineering drawings for TATA

Motors using OCR (text recognition technology).

• All the drawings plus the entire history of each drawing was digitized and

integrated with a custom designed software.

Engineering drawings and documents for a Fortune 500 manufacturer

• Virginia Department of Transportation (VDOT) is responsible for building,

maintaining and operating Virgina state's roads, bridges and tunnels.

• VDOT had meeting minutes stored since 1965.

• NiiD digitized each minute using OCR, indexed it and tagged it using data

fields such as date of meeting, agenda and department for easy retrieval.

• A software was designed to keep the data secured and help VDOT to fetch

the minutes required based on keywords such as bus routes, bus numbers

and areas.

Meeting Minutes of VDOT Digitized

• EuroABS keeps and maintains documents relating to certain financial markets transactions (“Deals”), and make these available to clients as fully word searchable. Ms-Word document sets converted from Scanned Image for easier access.

• Delivered complete European Assets Backed Securities Market Public Deal Database and fully word searchable Ms-Word documents to Library for Market Professionals

• Total Volume Processed: Approximately 1,350,000 pages; done for over 7 years

Asset Information Made Word Searchable

Feedman: Amended Rules & Regulations of Various US states Converted to Coded Markup

• The project involved processing multiple rules and regulations documents

of various US states like Alabama, Arkansas, Colorado, District of

Columbia, Maryland, etc.

• Conversion of Pdf (Text/Image), .doc/.rtf, .html format to coded markup

in .txt format based on customer specifications.

• Total Volume Processed: Approx. 3,500,000 pages; done for over 6 years

• National Council of Educational Research and Training (NCERT) is a leading education based government institution.

• The project scope involved conversion of NCERT school curricula books for Std. I to XII for all subjects to web based wiki format.

• Total Volume Processed: Approximately 120,000 pages of School books for Class I to Class X during 5 months

NCERT Online Textbooks in Wiki Format

• ePUB (electronic publication) is a free and open e-book standard by the International Digital Publishing Forum (IDPF).

• All kinds of conversion from Image, PDF, HTML, MS Word to epub formats which could be supported by Sony Reader, Noble Nook, Kindle, iPhone, Adobe Digital Edition and others based on customer specifications.

• With extensive usage of images, tables, layout formatting into the book that needs to be converted to ePub makes the conversion task quite difficult.

• Total Volume Processed: Approximately 50,000 pages over 3 years.

Various Conversions for the Most Popular Online Book Format

Thank You

niid technologies document management solutions

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