Scanning of old documents and development of document management system for the retrieval of data

IGR & CSR, West Bengal

Scanning of old documents and development of document management system for the retrieval of data

11-January-2013

Search & Inspection – present flow

2

1 Citizen comes to Office and submit duly filled application form defined for the purpose.

2 Citizen pays the requisite fees.3 Index Registers are provided to them for searching.4 Book volume Registers are provided to them for

Inspection.5 Advocate issues certificate on the basis of the result of

such searching and inspection.

Digitization of old records

3

Objectives

1 Preservation and archival of old records. (As per section 51 and 55 of The Registration Act 1908 read with Rule 11 of WB Registration Rules,1962)

2 Easier search and retrieval facility of old records

3 Rationalize storage space

Alternate methods of data digitization

1 Contact/non-contact Scanning

2 Digital photography

3 Metadata creation by manual data entry

Difficulty in scanning and photography

4

1 Old bound volumes (of average page size 1ft X 1.5 ft) need to be unbound even for non-contact scanning (with book scanners) or digital photography.

2 Cost of these two methods are estimated to be very high.

3 Both scanning and photography are time consuming methods.

4 Very old pages have turned brittle; physical handling should be minimized.

5 Rebinding of unbound volumes may hardly be possible.

6 Even in case of scanning, metadata is to be created to facilitate searching and copying

Chosen method: Meta data creation

5

Methodology

A Data captured by manual data entry in English or vernacular language, as available, using a custom built software.

B Data is captured in three logical sections i. Deed details (Book volume register) ii. Personal details (Index 1) iii. Property details (Index 2)

C Book volume registers and index registers, as available, are used as source of data. (Ref: Section 55 of The Registration Act, 1908).

D Back end data base is designed as per the end use requirement of CORD (Computerization of Registration of Documents) software developed and maintained by NIC, West Bengal.

Agency’s scope in data capturing

6

Core deliverables by the agency

1 Capturing data from Book Volume/ Index Registers (from year 1996 to 2007 in 1st phase, and prior to 1996, but upto 1980 in 2nd phase) by manual data entry in 240 Registration Offices in 19 districts.

2 Maintaining quality of data by adopting double entry method.

3 Printed checklist, if required, for departmental approval and archival of data.

4 District wise and year wise validated database to be delivered in DVD.

In double entry method same data is entered twice by two different operators. During the 2nd entry mismatch with 1st entry is automatically detected and alerted.

Agency’s related responsibilities

7

1 Developing and maintaining custom built software system for digitization and management of deeds.

2 Deployment of hardware and software in data entry centers (DECs) across the state.

3 Building up data entry centers in space provided in registration offices.

4 Deployment of trained manpower required for completing the work in scheduled time.

5 Project management activities to plan, execute and monitor the progress of the project.

Proof of Concept (POC)

8

Site Number of Deeds

Number of personal details (Index 1)(A)

Number of property details (Index 2)(B)

Total records

(A+B)

Approximate man-hour spent

Alipore 4163 15034 7871 22905 720

Diamond-harbor

4800 16240 12858 29098 720

Pilot project was executed in District Registrar’s Office at Alipore and Addl. District Sub-Registrar’s Office at Diamond Harbour on 155 Book Volume/ Index Registers. Details of data captured and delivered to NIC are as follows.

Few statistics

1. Average number of records (index1 + index2) per deed 6

2. Average output (number of deeds) per operator attained in 8 hour shift 35

3. Maximum output (number of deeds) per operator attained in 8 hour shift 70

Learning from POC

9

Observation Learning

1 Legibility of hand written content is a challenge

Data entry operators(DEO) to be trained to read hand written content. DEOs will be sensitized about the accuracy with which the content to be read.

Domain experts(retired persons from registration offices) to be aligned with the data entry teams for better understanding of source contents.

2 Sometimes availability of Book Volume/ Index Registers becomes a limiting issue.

Fee Book may be consulted in such a scenario.

Learning from POC (continued)

10

Observation Learning

3 Mouza - Police station mapping do not always tally with NIC master data.

Mapping to be done in advance

4 Present Police Stations may not tally with Police Stations in previous years due to creation of new police stations and also reorganization of police stations.

Mapping to be done in advance

POC process flow and observations will be detailed in the Process guide, to be prepared by the agency for approval of government.

Deed digitization software - Morut

Morut: The Software System developed for digitization and management of digitized deeds, featuring a gamut of tailored modules to manage deeds.

11

Basic features of Morut

Double Entry system to ensure maximum possible quality and integrity of the data.

Field level alerts for mismatched entries will be shown to the user. How it works Strong encryption of records to ensure security and avoid tampering. Full audit trail and audit trail management. Plug-in with B’zer, integrated document management system.

(Can be plugged in, if volume registers of some of the years are found to be fit for scanning and planned to scan)

Optimized checklist printing for different types of printers (Dot Matrix, Laser jet etc.)

12

Data Capturing screens

13

1122

33Deed details

Index 1

Index 2

Output from the software

14

Index 1 Index 2

Text files of Index1 and Index2 can be generated from the database by indicating year and book volume number.

Data Entry Centre (DEC) Process flow

15

Inward PhysicalVolume

Control SheetInitiation

Data Entry Quality Check

Exception Handling

ChecklistPrinting

Departmental QC

Final List Print

Outward PhysicalVolume

Delivery of District/Year Wise

Data

Re-work/Correction

UAT sign off

With Check list printing

Data Entry Centre (DEC) Process flow

16

Inward PhysicalVolume

Control SheetInitiation

Data Entry (New) Data Entry 2nd Time

Exception Handling

Departmental QC

Final List Print

Outward PhysicalVolume

Delivery of District/Year Wise

Data

UAT sign off

With double entry

Quality Assurance plan

17

1 Agency’s quality team will check entries from each volumes before submitting it for departmental quality check

2 Quality check will be two fold – logical check and checking by comparing data with volumes.

3 In consultation with NIC, double entry method has been adopted in data capturing for attaining high quality of data. Facility of checklist printing, built up in the software can also be used as audit and approval purpose.

4 Domain experts, preferably retired persons from registration offices will be consulted and aligned with the data entry team for better understanding of handwritten content on old documents.

Responsibility Matrix

18

Activity Agency Department

Space for DEC Accept Provide

Electricity connection in DEC Accept Provide

Backup power (generator/ UPS) Provide -

Infrastructure1

Activity Agency Department

Making index registers available in DEC

Accept Provide

Submission of data for quality check. Provide Accept

Quality assurance, Error Correction Provide Validate

User Acceptance clearance Accept Provide

Production2

Risk and contingency plan for DEC production

19

SL Risks and Contingencies Mitigation plan1 Non availability of physical volumes

in DEC. Strong project coordination and monitoring at DEC/district/state level.2 Slow progress in user acceptance

check on submitted work.

3 Performance of any DEO might be unsatisfactory in terms of output or quality.

Arrangement for retraining and quick replacement will be there throughout the life cycle of the project.

4 Hardware deployed in DEC may go faulty.

Standby hardware will be kept to keep downtime at the minimum.

Resource deployment plan for each DEC

20

Sl. No.

Role Key Skills Experience in years

1 Technical supervisor a. Hardware and networkingb. Troubleshooting

1+

2 DEC In charge a. Process b. Trainingc. Team leading

2+

3 Quality supervisor/ master trainers

a. Data capturingb. Reading in local language

1+

4 Data entry operator a. Data capturingb. Reading in local language

1+

Time and cost for 1st phase

21

Assumption 1. Average number of deeds per year per office is 5000.2. Each data entry center will be 12 seater in approx 300 sq. ft space.

Completion Schedule(Estimated)

Approximately 1 calendar year.

Estimated Cost

Rs. 10 to 16 Lakhs per office at rate of Rs.4 per record depending on number of records per deed.

(5000 deeds per office per year X 12 years X 6 records per deed X Rs. 4 per record =16 Lakhs)

Analysis of adopted method for digitization

22

Benefits

1 Online searching facility to the public

2 Authentication of such searching upon payment of requisite fees online

3 Easy maintenance of index registers in soft form

Short comings

1 Citizen, still has to come to office to get certified copy.

2 Maintenance of bound Volume Registers can not be avoided.

3 Storage space requirement can not be avoided.

Thank you