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DOCUMENT STORAGE AND MANAGEMENT

In light of the rapid growth of organizations and involvement in multiple Projects in a large number of sectors across India, creation of comprehensive database of the Project Documents in both Physical and Electronic Form is required to be done (the “Project”). The process needs to be done undertaken to share the knowledge and to maximize the benefit arising out the deals.

The Project involves Storage as well as Retrieval of Project Documents according to the following specifications/guidelines:

  1. The entire Project is proposed to be housed on multiple Servers:
  2. The respective Project Documents can be identified in the order of Sector> Sub Sector> Region> Location>Projects.
  3. The Projects shall further be subdivided into the ones in Pipeline and the ones already Closed.
  4. The Projects in Pipeline and the Closed ones shall be bifurcated in accordance with the nature of documents to be up-loaded viz commercial and legal and shall have Unique Identification Number (UIN). Such UIN shall be same for Physical documents and Soft copies. Within Commercial and Legal, exact specifications with respect to type of documents may be provided.
  5. The Closed Projects shall be housed (uploaded) directly on the Main Server.
    1. The Project Documents in Pipeline shall be bifurcated in a manner such that the documents which have been executed within a Pipeline Project shall be housed on the Main Server and the documents on which the work is currently being done shall be housed on the Local Server on a daily basis. The Local server shall at the end of the day replicate all the information to the Main Server.
PROJECT COMPONENTS:
  1. STORAGE AND RETRIEVAL IN PHYSICAL FORM:
  • Storage of actual documents in the safe custody
  • Scanning of documents and uploading on the Main Server
  • Indexing of the scanned images
  • Retrieval of actual documents (min 8 hrs-max 24 hrs)

  1. STORAGE IN ELECTRONIC FORM:
  1. ATTRIBUTES:
  • There shall be a single entry system for physical as well as electronic form of documents.
  • Post execution of a document the physical copy of the document needs to be submitted in the safe custody.
  • In order to submit the executed documents in the safe custody, they need be accompanied by a system-generated memo.
  • The memo shall be generated by the Project Team Member (PTM) through the automated system.
  • When the PTM proposes to submit the document in the safe custody, a pop up shall come, asking for the member as to whether he wants to upload the finalized soft copy of the document on the system or not.
  • Clicking on YES shall take the member to the normal process of storage.
  • Post successful uploading of the document, a memo shall be generated which specifies that soft copy of the document has been uploaded and the memo shall be submitted with the physical copy.
  • Clicking on NO, shall send an automated alert to the person responsible for uploading the document and time period of 7 days shall be given to upload the document.
  • On failure to upload the document on the expiry of 7 days, the matter shall be escalated to his reporting authority.
  • A memo shall however be generated specifying that the document has not been uploaded and the same shall be attached to the physical copy while submitting it in the safe custody.
  1. THE PROCESS FLOW FOR STORAGE IN ELECTRONIC FORM:
  • The process flow for the electronic uploading of the Project Documents shall be as specified in the Concept (Part I) . However for the sake of clarity, it can be encapsulated in the following points:

    • The Project Documents after having been specified in Sector> Sub Sector> Region> Location>Projects, shall be further classified in Pipeline and Closed. The Pipeline and the Closed Projects shall be bifurcated in accordance with the nature of documents to be up-loaded viz commercial and legal. Within commercial and Legal, exact specifications with respect to type of documents may be provided.

    • The Closed Projects shall be housed directly on the Main Server.

    • The Projects in Pipeline shall be bifurcated in a manner such that the documents which have been executed within a Pipeline Project shall be housed on the Main Server. However for the documents on which the work is currently being done (daily basis) there shall be a dedicated Folder mapped on each PC/ Laptop of the Project Team Member on which such work shall be done. Such work shall be housed on the Local Server on a daily basis. The Local server shall at the end of the day replicate all such work to the Main Server thereby storing all the work/information on the Main Server.
  1. RETREIVAL IN ELECTRONIC FORM:
  • The Retrieval of documents shall be automated system driven.
  • The user shall be given a user name and password to gain access on the system.
  • There shall be UIN for the Closed and Pipeline Projects.
  • The user shall go to the Server and shall key in the respective UIN for which he wishes to retrieve documents.
  • The documents may accordingly be listed.
ADDITIONAL FACILITIES:
  • Viewing is unrestricted. Printing, Editing and Downloading shall be restricted. (In a browser based solution, a document viewed can easily be saved and printed using the browser commands (if html page). If say a PDF document is viewed, then again it can be saved or printed. So restrictions may not be feasible everywhere)
  • Approval Memo's (for Closed Projects) shall be routed electronically.