Scanning & Digitization of Files and Records – Civil Secretariat, Jammu & Kashmir
Project Overview
The Scanning and Digitization of Files and Records project for the Civil Secretariat, Jammu & Kashmir was initiated as a large-scale government digitization initiative under the Digital India vision, aimed at transforming manual, paper-based record management into a secure, centralized, and searchable digital system.
The project involved the end-to-end digitization of approximately 2 crore (20 million) pages of legacy and active government records, followed by their structured upload into a robust Document Management System (DMS) powered by Newgen OmniDocs.
The objective was to transform manual, paper-based record management into a secure, searchable, and paperless digital repository, enabling faster decision-making, improved transparency, and long-term preservation of official records.
Post successful scanning, indexing, and migration of documents into the DMS, the project entered a five (5) year post-implementation support and maintenance phase, including system support, user assistance, and operational continuity.
Key focus areas included:
- Digitization of confidential and high-volume government records
- Implementation of a new-generation DMS platform (Newgen OmniDocs)
- Compliance with government IT and security standards
- Supporting long-term e-Governance and digital transformation goals
Key Features
- High-resolution document scanning with OCR (Optical Character Recognition) for full-text search
- Large-scale bulk digitization of legacy and ongoing government records
- Intelligent indexing and metadata tagging for structured information retrieval
- Deployment of Newgen OmniDocs Document Management System
- Centralized and secure digital document repository
- Role-based access control (RBAC) and user-wise permissions
- Advanced document search by file name, keywords, department, date, and metadata
- Version control, audit trails, and document lifecycle management
- Secure data storage aligned with government compliance norms
- Backup, archival, and disaster recovery mechanisms
- Faster document retrieval, significantly reducing manual file movement
- End-user training, capacity building, and handholding support
- Post-implementation support, AMC, and system maintenance
Improve Efficiency
Real-time governance and data driven decision making.
Citizen-Centric
Enhanced transparency and accountability.
Performance Tracking
Custom KPIs and departmental monitoring.
Certified Solution
CERT-IN compliant and safe-to-host certified.
- Successfully digitized and centralized millions of physical government records
- Reduced document retrieval time from hours/days to seconds
- Improved operational efficiency across departments
- Enhanced data security through controlled access and audit trails
- Minimized dependency on physical files, reducing loss and damage risks
- Enabled a paperless office environment within the Civil Secretariat
- Strengthened transparency, accountability, and governance workflows
- Supported long-term e-Governance and Digital India initiatives
