Secure Digitalization of Sensitive Documents with Role-Based Access Control for MS Branch , Integrated HQ of MoD (Army)
A defence-grade solution was deployed for secure digitization and management of highly classified documents within the MS Branch. The implementation operates entirely in an isolated environment, ensuring strict confidentiality, security, and governance.
- Project Scope
The Military Secretary’s Branch (MS Branch), Integrated HQ of MoD (Army), issued a tender for the secure digitization and digital management of highly sensitive and classified documents. The project covers end-to-end scanning, indexing, classification, cataloguing, secure storage, and lifecycle management of a very large document volume.
The solution was developed and deployed entirely within the MS Branch’s secure environment, isolated from internet and mobile access, ensuring strict adherence to defence confidentiality and information security protocols. The implementation is built on enterprise-grade Newgen platforms, fully hosted on MS Branch infrastructure, and aligned with defence-grade security and governance requirements.
The scope included deployment of high-speed scanners, secure servers, enterprise storage, and workstations, along with a customized Newgen-based DMS architecture hosted within MS Branch infrastructure.
- System Integrations
Newgen DMS (Document Management System)
Secure document storage, retrieval, archival, and lifecycle governance
Newgen iBPS (Intelligent Business Process Suite)
Workflow automation, approvals, role-based access, and controlled document movement
Newgen RMS (Records Management System)
Electronic management of physical records locations
Newgen Omniscan
High-volume production-grade document scanning
Key Features & Delieverable
Secure Digitization of 1.2 Crore Documents
Digitization of approximately 1.2 crore highly sensitive and classified documents
Defence Records Digitization
End-to-end scanning, indexing, classification, and cataloguing of defence records
Scanning Infrastructure
Deployment of enterprise-grade scanners, secure servers, storage systems, and workstations
Test Scanning & Validation
Test-set scanning and validation prior to full-scale digitization
Newgen DMS Deployment
Customized Newgen DMS for secure document ingestion, search, retrieval, archival, and lifecycle management
OCR E-Cataloguing
OCR-enabled e-cataloguing to support text-based search
Secure Search & Archival
Advanced search, retrieval, version control, and secure archival with retention policies
Digitized Data Migration
Controlled migration of digitized data to MS Branch servers with verification and acceptance testing
Newgen iBPS Workflows
Newgen iBPS–driven workflows for role-based approvals, document access authorization, and secure document movement
OEM-Certified Training
OEM-certified training on Newgen DMS, iBPS, RMS, and Omniscan for end users and administrators
Offline Secure Setup
Deployment within a fully isolated secure environment with no internet or mobile connectivity
Role-Based Access
Role-based access control based on designation, role, and clearance level
Performance Optimizaton
Centralized Digital Governance
A centralized framework ensures secure control, standardized policies, role-based access, and complete auditability across the entire classified document lifecycle within a defence-grade environment.
Benefits
- Secure digitization and centralized management of highly sensitive and classified defence documents
- Enhanced confidentiality through deployment within a fully isolated, internet-free environment
- Faster and controlled document search and retrieval through structured indexing and OCR-enabled cataloguing
- Reduced dependency on physical files and manual document handling
- Accurate, verified, and well-classified digital records with audit trails
- Improved control over document access through role- and clearance-based permissions
- Long-term preservation and lifecycle management of classified defence records
- Improved administrative efficiency and operational control within the MS Branch
Status
Deployed & Operational
Outcome & Impact
Creation of a secure digital repository for highly sensitive MS Branch records
Enhanced confidentiality through integrated use of Newgen DMS, iBPS, RMS, and Omniscan
Faster, controlled, and auditable document search and retrieval
Reduced dependency on physical files and manual handling of classified documents
Accurate, verified, and well-classified digital defence records
Long-term preservation of classified documents in a secure digital environment
Improved administrative efficiency and operational control within the MS Branch
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