About Client – Bureau Of Sailors (Indian Navy)
 
Bureau of Sailor is responsible for monitoring the pension policies entitlement and settlement of pension claim of all Naval Sailors. The pension section of the Bureau is entrusted with the responsibility of processing and maintaining of pension records of the retired Naval Sailors. For the processing on cases to be prompt and efficient, it is extremely essential that the records of the pensioners are maintained on electronic media, which would facilitate quick and easy access, fast retrieval and proper storage as well.
  
The Challenge
 
The pension records of all retired sailors including those of l93Os vintage were being maintained manually and are in a poor & improper state due to limited storage space, deterioration of paper quality with the passage of time. There are approximately 30 Lakh documents of retired sailors held in the pension section which are being maintained manually in files. Time and again these records are required to be referred and updated. Therefore, there is a need to digitize all the above pension records of retiring/retired Naval Sailors for instantaneous access and longevity of the documents. 
 
PCS Solution
 
In order to make these records easily accessible, PCS has scanned and electronically stored the existing records and those of the recurring (1, 00,000 pages per year thereafter). PCS has digitized these records by means of scanning and indexing. 
 
PCS Technology has provided a web-based Enterprise Document Management System for storage and retrieval of the pension records.
  
  Scope of Work
 
    Document imaging (scanning) is the conversion of paper documents into electronic images on the
    computer.
    Once on the desktop, these documents can be retrieved effortlessly in seconds.
 
    The following document types are scanned and electronically stored for records purpose
    (Approx. 30 pages per record)
       10 Pages of service documents
       Vigilance certificate
       Last pay certificate
       Pension payment order
       PP forwarding letter with joint photographs
       Corrigendum PPOs with covering letters
       Kindred Roll

    Document Indexing system creates an organized document filing system and makes future retrieval simple
    and efficient. A good indexing system will make existing procedures and systems more effective.

    Retrieval of images from master data archived data based on following indices
                  (a) Personal No.
                  (b) Name
                  (c) Date of Retirement.

    The documents will be accessible to the users by our Enterprise Document Management Solution. This is
    client – server/ browser based application, which will store and retrieve all documents (electronic and
    paper) and also provide secure access to these documents. Using the indices the documents can be
    retrieved instantaneously.
    The hardware and networking was also supplied and installed by PCS. The entire project on a turnkey basis
    right was done by PCS Technology. The deliverables included DMS Server, Networking Components, DMS
    Software, Scanning & Indexing Services and Uploading scanned documents to DMS Server. The sailor’s
    pension records can now be retrieved using PCS Document Management Solution.

  Benefits of The Solution

      Instantaneous and timely access to documents at any time from anywhere.
      Save expensive storage space (a room full of documents is made available on a few CD’s / Hard disk.
      Sharing of documents. Easy multiple user access.
      Increase efficiency
      Create paperless environment
      Minimize Security risk. Once in electronic format, software that controls and monitors access is provided.
      Protecting documents from calamities like fire, floods, earthquake etc. by maintaining backup at multiple
        locations.
      Reduce document retrieval and maintenance cost.