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.
- 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 Archival
Digitization of approximately 1.2 crore sensitive documents
Newgen DMS Capabilities
Customized Newgen DMS aligned with MS Branch operational requirements
Newgen iBPS Workflow
iBPS-driven workflows for: Role-based approvals & Document access authorization
Security & Governance Controls
Role-Based Access Control (RBAC) with multi-level security
Quality, Training & Enablement
Multi-level scanning quality checks, Software, DMS, and hardware testing
Infrastructure Deployment
Deployment of enterprise-grade scanners, servers, storage, and secure workstations
Test Validation
Test-set scanning and validation before full-scale execution
Data Validation
Data verification and acceptance testing post-migration
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
- Ensures secure digitization and management of highly classified defence documents within an isolated environment.
- Enables fast, controlled access to sensitive records through centralized digital repositories.
- Eliminates risks associated with physical file handling and storage of confidential documents.
- Delivers tamper-proof auditability and full lifecycle control aligned with defence protocols.
- Improves operational efficiency while maintaining strict information security and governance.
Status
Deployed & Operational
Outcome & Impact
Creation of a secure digital repository for highly sensitive MS Branch records
Enhanced confidentiality through Newgen DMS + iBPS + RMS + Omniscan
Significantly faster and controlled document search and retrieval
Reduced dependency on physical files and manual handling
Accurate, verified, and well-classified digital records
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