digiSOFT Technologies

SECURE THE FUTURE OF YOUR HISTORY

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Thanks to all major IT-related developments and the Internet, today’s world is becoming more and more electronic. Traditional business is changing dramatically as e-mail is replacing postal mail. Today digital data is being increasingly accepted world over.

Archiving of a company’s legacy or old yet very important data forms an important activity in this digital domain. The fact that a company’s data has to be archived and protected needs little explanation - Safeguarding historical data ensures the continuity of the business information. Archiving in world standard archiving formats helps to separate the “working data” from the “finished data”. This format is stored for posterity, which is available as per need and is beneficial for overall network performance as well as for the profitability of a company.

However, this not only requires some thought about the digital data’s access, availability and format but it also demands sufficient space on corporate networks to store all electronic data. Archived data must be readable over time, confirm to archival standards, should be transparent and not changeable. The storage of archival data must be on WORM compliant systems with easy and economical disaster recovery solution.

A brief study on the condition of drawings is initially carried out to ascertain the scanning hardware requirements. As per quality slabs ascertained, the drawings are distributed to inbound and outbound scanning stations. Scanning is carried out of various formats like microfilms, A4 to 2A0 transparencies, photographs, books and manuals. The scanning parameters range from 300 dpi to 1200 dpi in bi-tonal, grayscale or 24 bit colour as per standards.

Text Box: Filing system prevalent is studied under guidance of client’s personnel. This gives insight to the digital file name system to be followed. For example the drawing number is quite distinct from the microfilm number. It must be possible by the search and retrieval module to locate the original microfilm from the drawing number. Besides this it is found that in many drawings the drawing number is not completely visible. Understanding of the existing system will provide which project/machine the drawing or the record comes from. It has been seen that same record policies and processes for both analogue and digital data help maintain data integrity. Appropriate machine and manual cleaning of the digital data is carried out to obtain optimal quality. The data is provided in PDF (preferred) format with hidden text. This provides for excellent unstructured search for full text search across all drawings providing for not only drawing number but also other information available on each drawing like Title, Clients, Description & Date. The essential data on each drawing is captured through optical character recognition. Inaccuracies are corrected first by pattern training the software to read with higher accuracy and then manual corrections are carried out to achieve near zero defect. The drawings and records are then compressed so as to reduce storage space and easy portability. PDF is approved by International Standards Organization (ISO) as an archival format. If required PDF documents are provided with review and commenting functions for marking up and reviewing the drawings. These functions are similar to reviewing functions available on many other engineering, architectural software. These functions can only be carried out on copies of archived data and not on the actual archival data. Engineering drawings as per need are converted to vector format. These drawings are identified along with client’s personnel. Batches of each are converted and delivered in DWG format. Recollection of all data is carried out periodically which is then attached with the search and retrieval software module. Original unedited TIFF files are stored separately. Storage is provided on secure WORM complaint storage servers. WORM compliance is maintained as the media on which the data is stored can be recorded only once. However it can be read as many times. The data is now safe from accidental deletion, computer crashes and virus attack. The life of this media is estimated at 50+ years. Besides these basic functionalities the archive server will provide for intelligent file management for smooth flow of digital traffic.

Digisoft Technologies provides single source responsibility for all your archival requirements. Since the data goes through many transformations in formats and also physically moves out of its premises it is essential that that there is only one service provider for all archival solutions. Further to format changes there is the added responsibility of OCR, recollection of all drawings and documents, metadata creation and its attachment with the search and retrieval module. Corrections, updates of software, secure storage, disaster management and training are also provided by us.

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