document management workflow - consystent infotech · document management system ( eg : opendocman)...

Document Management Workflow

Clients provide Document

hardcopies to Consystent

Document Scanning & Cleaning

Perform OCR on the Scanned Documents (Optical Character

Recognition)

Indexing performed to make the documents

search friendly

Compression and Organization of

digitized documents

Search, View & Maintenance of

Digitized Documents

© Consystent Infotech

Scanned Document


Cleaned Document


Book Cover Color Scan


Book Cover after Cleaning


Book Page Scan


Book Page after cleaning


Text Recognition (OCR)

Once the document/book is scanned, we perform a OCR(Optical Character Recognition) to recognize the characters on the scanned document.

Once the OCR is completed the characters in the scanned copy will be recognized on the system, which will make them searchable


Document Search

Once the OCR is completed, the pages will be indexed, compressed and stored in a server

We can provide access to the documents on the server using an open source document management system (eg: OpenDocMan)

There will be an option to search the documents based on their names.

The user will be able to search the documents hosted on the server. Please note that this feature is very useful for organizations as they will be able to search their files / documents very easily at the click of a button.


‣ For example, in the above screenshot we searched for documents which have “License” as their names and the results for the same can be seen above.


‣ There will be an option to search for documents based on their content, for example if you want to search for Purchase Orders(PO) which have a particular vendors name in them. You can give the vendor’s name in the search and all the PO’s having the vendor’s name will be listed.

‣ For example, In the screenshot above, We are searching for documents/files which have “Open” word in them


‣ We searched for files/documents which have “Open” word in them and the result for the same can be seen above in the Search Result:


Searched Keyword inside the File

‣ The content of the file is shown in the screenshot above which clearly shows the “Open” keyword in the file


Data Security

The data will be stored in a fire-walled secure server and the users will access the data using a user-name and password which will be managed by the administrator.

Administrator can set options which will allow users only to view the files.

Administrator can set options which can restrict users from downloading/uploading files.


Advantages of Digitization

You can search any document from a pool of millions of documents in 10 seconds. ( Just imagine doing this manually in a store room going through all the cabinets )

You can access your office documents from anywhere in the world through Internet.

Centralized access to the documents will eliminate different versions and also avoid confusions.

You can organize all your legacy documents in a very efficient manner which reduces a lot of manual effort.

Your digitized documents are going to last for ever unlike your physical documents/files.

You can maintain backups of the files on a separate server, which would be your contingency plan for your priceless documents in case of any disaster, which would be very difficult with the physical documents.

You can provide links from the documents to Video/audio files if needed.

You can save some office space and utilize that space for productive reasons

Space utilization on servers is reduced using a Compression technology
