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ViciDocs Enterprise is a comprehensive multi-user Electronic Document Management System that helps Organizations to capture, store, organize, secure, index and search any documents that an organization deals with. ViciDocs also enables Workflow automation through a powerful document based workflow module.
Government Agencies all over the world, deal with a plethora of documents in the course of their day to day work. There is also an ever-increasing need and awareness to improve the efficiency of Government Operations and to provide more and more efficient services to citizens. ViciDocs presents a suite of very powerful solutions, which can help Government Agencies achieve this objective. Through a combination of rich functionality and elaborate security, ViciDocs also helps in compliance with statutory obligations and regulations which are of utmost importance to Government Agencies.
Apart from the core functionality of document capture and search, which helps Government Agencies with file management and correspondence management, ViciDocs Suite also includes an extremely user-friendly Workflow automation module that helps Government Agencies in intra-departmental process automation. Given below are some of the Key Application areas of ViciDocs Enterprise Document Management Solution to Government Agencies:
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1. Correspondence and file management :
Inward and Outward Correspondence management is one of the biggest challenges in any Government Agency. Since this is normally a manual process, it is fraught with all the problems relating to file creation, storage, retrieval, movement and tracking. By providing an integrated solution with Capture, Organization, Indexing, Search, Retrieval and Workflow functionality, ViciDocs helps in all steps of the correspondence and file management.
ViciDocs Capture can be used to capture paper documents (through scanning), electronic documents, fax messages as well as Email Messages into a Central Document Repository. The documents captured can be organized into logical folder structures and indexed with appropriate attributes (like date of correspondence, sender, addressee, subject etc). The inward correspondence can be assigned to specific users/departments for further action. All users along the chain can put comments/annotations and also take appropriate actions (like approval, rejection etc). A trail of all these is maintained in the system and powerful reports can help in providing useful MIS reporting to heads of Government Departments.
2. Public grievance management :
Most of the Citizen facing Government Agencies need a transparent mechanism for Public Grievance Redressal. ViciDocs Document Management framework along with the workflow module works as a powerful system for capturing the complaints received from Citizens, for assigning the same for necessary response/action to specific officers in the Government and for tracking the redressal of the specific grievance in a reasonable time. ViciDocs Workflow can also be configured to provide automatic email alerts if a specific complaint is not attended to in a pre-defined time. By providing a complete trail of the actions taken on the complaint received, ViciDocs System helps in ensuring transparency and integrity in the Public Grievance Management for Government Agencies.
3. Document capture and document enabling e-governance application :
With the evolution of technology, most of the Government Agencies the world over are moving towards e-Governance applications that are designed to automate most of the Government operations. ViciDocs provides very powerful functionality that complements the transactional aspects of e-Governance applications. ViciDocs can be used to document-enable these e-Governance applications. Most Government agencies need to capture various documents (like Citizen Identity documents, applications, Regulations, Notices, Circulars, Inter Office Memos etc) and act on those documents. ViciDocs Capture module can be used to provide scanning components, OCR, Full text Search functionality for these documents. Apart from providing the option of using these as a separate application, the ODMA compliant APIs provided by ViciDocs can be used to provide seamless integration with e-Governance applications.
4. Public dissemination of key information :
Government Agencies have a requirement to publish and disseminate key policies and guidelines to Citizens at large from time to time. Some of the Government Agencies also help specific industries/groups by collating and disseminating useful knowledge and information with a view to facilitating the growth of those industries/groups. ViciDocs provides the end to end solution for capturing, publishing and sharing policies, guidelines and knowledge in the form of documents.
Some of the Deployments of ViciDocs in Government Agencies:
SPRING, Singapore
| Location |
Singapore |
| Industry |
Government |
| Project Description |
Developed a knowledge management portal built on ViciDocs |
| Project Summary(What we did uniquely) |
Standards, Productivity and Innovation (SPRING) is an agency of Govt. of Singapore which seeks to update the knowledge base of corporates in Singapore. To meet its objectives a knowledge management portal was built on top of ViciDocs. |
| Specifics |
The major areas of customization included:
Building a content management system which enabled authoring of content, verification and approval processes.
Customizing the search results in terms of layout, appearance etc.
Developing collaborative applications like chat, discussion forum, Polling etc. integrated with ViciDocs
For higher security, the administrator was given login through a different port number than the usual HTTP port
Web interface was provided for submission of documents into the repository so that users from different places could submit the documents. The hard copy documents submitted were automatically processed by OCR and indexed for full text search.
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| Benefits to Customer |
The knowledge portal allows users to submit document, search through content, collaborate etc. thus becoming a powerful medium of disseminating knowledge Using ViciDocs enabled SPRING to develop the knowledge management portal rapidly within 2 months. The document management features like search, OCR etc. were pre-built in ViciDocs Web-based architecture of ViciDocs allowed easy integration of collaborative applications like chat, discussion forum etc.
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State Government of Kerala, India – through TCS Limited
| Location |
India |
| Industry |
Government |
| Project Description |
Provision of comprehensive Document Capture, OCR and full text search capability as part of e-Governance application developed by TCS Limited for Government of Kerala. |
| Project Summary(What we did uniquely) |
We provided APIs and scanning components that were integrated into the e-Governance application developed and implemented by TCS Limited. Apart from providing capture functionality, we also provided OCR integration and full text search capability in this project. |
| Benefits to Customer |
The e-Governance application was document enabled obviating the need for manual processes for all processes involving documents., Powerful capture integrated helped in providing a common interface to the Government users instead of having to work with multiple applications OCR and full text search functionality significantly increased the ease of the search and retrieval.
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State Bank of India, Hyderabad, India
| Location |
Zonal head office, Hyderabad, India |
| Industry |
Public Sector Bank |
| Project Description |
Implemented ViciDocs for managing circulars. |
| Project Summary(What we did uniquely) |
SBI Zonal office receives many circulars from its head office and also from Reserve Bank of India. Before implementation of ViciDocs these were distributed by courier to its branches in Andhra Pradesh which numbered more than 600. ViciDocs enabled SBI to digitize the circulars and to host them centrally on a web server and also send periodic updates by CD at places where using the internet was not viable. |
| Specifics |
The circulars were scanned and through ViciDocs were converted into searchable PDF files. The PDF format ensured consistency of formatting of documents. Central repository of circulars was created and published on a website which could be accessed by most of the branches. The web-based architecture of ViciDocs enabled this to be configured very easily. ViciDocs also enabled archiving sets of documents on CDs which were fully searchable. ViciDocs also enabled linking of documents to each other so that users could click through circular numbers and browse circulars.
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| Benefits to Customer |
Customer has made significant savings in printing and dispatch. The circulars are fully searchable making it easy for users. Easy navigation for users through hyper linking.
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