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Realising a Digital India with Digitisation

Monday, July 31, 2017
By Virender Jeet

Virender Jeet
Sr. VP Technology, Newgen Software

The Indian government with its Digital India program has paved way for a digitally empowered society and economy, at large. As the program completes two years, it's time to reflect back on some of the successful digital initiatives rolled out under the program. A few of the program highlights over the last two years are growth in digital transactions, launch of Digital Lockers, Online scholarship portal, MyGov portal and setting up of numerous Common Service Centres, providing digital services to the citizens.

The government agencies can ensure successful implementation of various Digital initiatives leveraging Internet, Communications and Technology (ICT). New-age technologies such as mobility, cloud, social, analytics and internet of things also come to play in this digital endeavour.
Digitisation- The Game Changer
The Digital India program aims to transform governance by digitally empowering citizens and fostering citizen-centric administration. However, in the current state, the government processes are largely document-intensive. And, most departments are faced with a daunting task of managing huge volumes of documents.

Digitisation addresses most of the challenges being faced by the government officials. With end-to-end digitization, the agencies can ensure efficient delivery of services to the citizens and realize the dream of a digital nation in true sense. The agencies need a comprehensive digitisation strategy that allows for secured archival of information, anytime-anywhere information access, and also that conforms with various rules and regulations governing the data security.  

Doing It Right
While the government agencies open doors to myriad forms of Digitization platforms and solutions, it's important to take note of the below aspects:

Digitization of Historical
Documents:  This forms an integral part of the digital initiative. To facilitate faster service delivery and efficient management of information, it's vital to ensure digitization of historical documents and records with due consideration to accuracy of its attributes, quality of scanning and keeping other parameters for document quality analysis in mind.

Long-Term Centralized Archival: Consider a scenario, where holding records for a prolonged duration can result in violation of regulations and archiving less-than-required information can lead to inefficiency. The government documents and citizens' information are critical and need to be securely archived for a defined period of time, complying with various rules and regulations.

Physical Document Management Capabilities: A detailed, classified structure, well-defined metadata and retention rules ensure compliance with various rules and standard operating procedures (SOPs). The platform should offer all of these along with tracking of physical documents with details of documents' location in the Record Room.

Scalable Architecture: Government departments are usually faced with the challenge of managing constantly growing volume of documents. Long-term archival of these documents in a secure environment is critical to ensure efficient delivery of citizen services. Hence, a highly scalable and secure system capable of handling billions of documents is essential.

Compliance with Open standards: Long-term document archival should be in compliance with open standards such as PDF/A to ensure standardization and consistency across the board.

Digitization holds the key to a paperless office, enhanced service delivery model, transparent and effective governance. With a robust, scalable enterprise
content management system in place, government agencies can usher in an era of digital governance.

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