Case Study (Part 5)

Use case (Digital document)

The main advantages of digital (OCR and ICR) technology are saved time, decreased errors, and minimized effort. It also enables actions that are not capable of physical copies such as compressing into ZIP files, highlighting keywords, incorporating them into a website, and attaching them to an email.

While taking images of documents enables them to be digitally archived, OCR and ICR provide the added functionality of being able to edit and search those documents.

• Less expensive
• The documentation process is faster than any other process
• There is no handwritten process
• Plug and play feature programmed

Easy to maintain the whole process

Figure: Digitalization process 

Who will use digital documents?

Use case:

In the current situation government officials are working manually in document preparation and document preservation.

First of all, which document needs to prepare and who will prepare the document is the first question then it needs to make team develop the whole document. Document preparation is an extra pressure for a government officials to work with. Most importantly this manual document/ paper document or handwritten document is very much inefficient to maintain its value.

Figure: Govt. office document sending process

Use case (Digital document)

Using this advanced system government officials will give minimum input for maximum output.

Figure: Govt. office to other office document sending process

 

 Where it will be deployed?

Use case

Every government office uses manual/paper documents and handwritten documents. Paper works are hard to find when they needed to serve. In manual paperwork important documents can be lost.

Figure: Documentation travel though manual process from office to office

Use case (digital document)

After the conversion of the documents, all the documents will be uploaded into the office common server and database, where every office will connect through an online system. Government officials can easily maintain the task easily.

Figure: Documentation travel through digital process from office to office

 

When will be digital document deployed?

Use case:

We are living in the age of science, Bangladesh government took a vision for digital Bangladesh, with this moto all the government office work from head to toe will be in a digital system. Document management is one of the entity of supervision for digital Bangladesh. This old process is not efficient as it looks and is very costly to maintain the whole process. The latency of desk to desk travel or document error correction is not worthy with the high priority document.

 

Use case (digital document)

In the automated system, the whole process will take a little time to build a new e-document that can be shared easily from anywhere in the world at any time. The operation of the system will be very much handy for government officials with individual IDs and accounts.