Sanje Lanka Private Limited invited by Ministry of Public Administration & Home Affairs to demonstrate its enterprise document management system, Form-less Document Systems E-Government Version in the e-Asia 2009 Exhibition. Currently Form-less Document Systems 3.0 implemented centrally connecting 13 DS offices in Colombo District to facilitate quick and fast issuance of Birth, Marriage and Death certificates to general public.1. The main document that we had to scan was in a non standard size. It was a bit longer than an A3 paper. This prevented us from using most of our scanners, since they were not capable of scanning papers longer than A3. Among all what we had, the only scanner capable of this at that time was the good old Kodak - I 260. Even for that we had to add additional RAM. (At present the problem is not that significant since there are several models of scanners that support scanning of extra-long documents. I will write about these in a separate post).
What we can learn from this is that it would be very much easy and cheaper to scan a standard size document than a non-standard size. The scanners are designed having considering the standard paper sizes (ISO as well as US sizes). More than that, this is a main factor upon which the price of a scanner depends on. As an example a scanner that can scan A3 size documents will cost around 4-5 times of a scanner that can scan only up to A4 or legal. So my personal opinion is that it is always good to keep your documents at A4 or legal size. This also helps a lot in the handling as well as storage of documents. Having non standard size documents will make it more difficult to file, store and even copy a document.
2. The main document was an application form which had all the filled in information in one side and the applicant's signature on the other side. That was because the second side was full of all the terms and conditions under which the customer had to place the signature. Since the signature was required to capture we had to scan both sides of the page.
If the signature was on the same side along with the other details then we could have scanned only that side of the page. This would have reduced the cost of conversion by 50% , and reduced the project duration at least by 20-30%. Not only that we would have reduced the storage and bandwidth requirements by about 30%. So this is a good example why you need to consider about the layout of the documents.
Sanje Lanka Private Limited is proud to announce the launching of new website on 1st December 2009. This website will deliver details on organizations products portfolio and value added services. Some of the interesting areas of this new design includes product trials & download section, online services log-in for premium account holders, content management knowledge repository with white-papers, newsletters, case studies and best practices etc.
We would like to invite you to navigate through the pages to find correct solutions & services, get update on state of art technologies and product portfolio for enterprise content management. We hope you enjoy the new website.
As the name says, ECM (Enterprise Content Management) is about managing the total content of the entire organisation. As people who are working in IT, we tend to limit our focus about electronic content only; namely electronic files, scanned images, emails etc.. But what about physical documents?
I think any ECM strategy should start from considering about managing of paper documents in the organisation, since most of the content will become a paper document at some stage of it's lifecycle. The paperless office that everyone was talking about (and still talks about) may not be a reality soon. Also managing of paper documents has gained more consideration due to the increasing printing expenses and "Go-green" initiatives that take place at present.
There are lot of things that one needs to consider about physical document management. I will start with one most simple yet very important factor to consider; paper sizes.
As we all know paper documents come in different sizes and in different nature. The standardisation of measurement of paper started by a mathematician named Georg Lichtenberg, in Germany and later adopted and supported by ISO. (This is an interesting article about the history of paper sizes here )
Some interesting facts to know;
1. There is a relationship between the width and the length of a standard paper which is; Length = 1.414 * Width (1 to the square root of 2).
2. One square metre is taken as the starting point of measuring, which is called the size A0, the remaining sizes are calculated by halving the preceding size.
3. Almost all industrialised countries adopt ISO - 216 as the standard for measuring paper sizes except US and Canada. :-)
In my next post I will write about the importance of considering the paper sizes when planning an ECM strategy.
(paperonweb is a good reference site for more information regarding paper sizes as well as anything related to paper.)
Sanje Lanka successfully upgraded the previous version of Form-less Document Systems to the latest web based model; Form-less Document Systems Version 3.0 to enhance document management capabilities and flexibilities at Securities and Exchange Commission (SEC) of Sri Lanka under the initial software assurance agreement.
With these new enhancements, SEC re initiated its document capture services contract with Sanje Lanka for the third time in consecutive years to provide professional document capture services. Form-less Document Systems at SEC currently manage all the confidential documents with specific security and user accessible functions providing secure, efficient and productive document management environment.
Form-less Document Systems Version 3.0 successfully commenced live run at Tech One Global Private Limited providing enterprise document imaging functionalities including document scanning, quality control, indexing, enterprise search, electronic retrieval and manipulations, reports and number of other standard document imaging features.
In addition to the Form-less Document Systems; Sanje Lanka has implemented high end document capture environment with Kofax Capture Version 8.0 and high end Fujitsu scanner(s). Current document imaging setup specially configured to capture all the important physical documents including financial and HR with the aim of paper-less environment at Tech One Global reducing movements of physical documents and improving online document search and retrieval functionality.
Brunei Department of Museum has chosen Sanje Lanka Private Limited as Consultants and Solution Provider for implementation of Enterprise Archive Management Solution Project under Brunei E-Government Framework. This solution is designed with Sanje Lanka’s flagship product; Form-less Document Systems with several other international enterprise products to covering entire functionalities of Brunei National Archives starting from document acknowledgement, transformation, internal & public workflows, enterprise search & retrieval, archive management and life cycle management. e-FDS in short form to “e-Formless Document System” is in the heart of Birth Marriage and Death Certificate issuing system implemented in the Colombo District through its 13 District Secretariat offices. The system implemented in phases since 2005 under the guidance of ICTA in combination with Registrar Generals office under the direct supervision of Mr. G.A.J Sylvester the Government Agent of Colombo District, has made another milestone in extending is boundary of services by enabling access to the system to Registrar of Persons Department for accessing to the information’s of Birth Certificates for verification purposes.
This web based solution for document management, the e-FDS is provided by Sanje Lanka absolutely free as an extension to the current system implemented. The idea of the solution is to find multiple uses to existing investment made by the government for improving the citizen services delivering the dividends.
This solution which has won many international contracts for delivering international e-governmental projects in other countries is the flagship product of Sanje Lanka, which is dedicated document management services company. The development of this software is backed based on 20+ years of industry experience and a dedicated team of young professionals. The product also won a Silver medal at the National Best Quality Software Awards.
