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UBA/EDMS/1/0(c)

ORIGINAL: English
DATE: March 30, 2016.

Technical Proposal
For

Document Digitization (Scanning)


(Procurement, Design, Implementation, Training and Support Services)

Client:

UNITED BANK FOR AFRICA PLC.

Consultant:

Cube Systems Ltd


1, Jacob Banjoko Str.,
Seriki Aro, Ikeja, Lagos.

Document Ref.
Issue
Document Title
Author
E-mail:

UBA/EDMS/1/0(c)
V1.0
Document Digitization (Scanning) Proposal
Balogun Tunde
b.tunde@cubesystemsltd.com, +234 806 425 9338

Date
Issued by
Contact:
E-mail:

30/03/2016
Alade Jeleel, BalogunTunde
+234 818 950 6005
alade@cubesystemsltd.com

Confidentiality
The information contained in this document represents proprietary, confidential information pertaining
to Cube Systems Limited products and services and therefore agrees not to disclose to anyone
except the purpose to evaluate this proposal.

Copyright @ 2016 Cube Systems Limited. All rights reserved. This material is protected by the copyright
laws of Nigeria. It shall not be reproduced or distributed in any means by anybody except in respect
with agreement with license from Cube Systems Limited.

Whilst efforts were made to verify the completeness and accuracy of the information contained in this
document, it is provided as is without warranty of any kind, express or implied until contract papers
are signed by parties. In addition, this information is based on Cube Systems Limited current product
and service format which are subject to change without notice by Cube Systems Limited.

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

Introducing Cube Systems Limited.


Cube Systems Limited is a Business Solution Developer with clear focus on high quality, time beating
and cost-effective business solutions. With our experience in providing high quality business solutions
and services, capabilities and standards, we develop solutions that give businesses cutting edge
operation and best return on investment. Our global solution model delivers quality and maximum
aimed output. We design, develop and implement Electronic Document Management Systems Solution,
Enterprise Resource Planning Solution, Document Digitization (Batched Scanning), Process Automation
and Business Application development.
Our skilled professionals provide long-range planning and consultancy services to corporate
establishment of various sizes and capabilities. They have the knowledge and real-time experience to
handle todays complex business and IT environments.
Therefore with our knowledge virtually in IT Business Solution Development, we are better placed to
carry out Business Solution Development (EDMS, ERP, Document Digitization/Scanning and Process
Automation) projects with every competency required of such project across the globe.
Our Goal:
Our goal is to provide businesses with quality information technology solution whilst ensuring that
these businesses get the maximum Return on Investment on services rendered to them.
Our Services:
We deliver a full balance of business strategies and technology, solutions and services for organizations
looking to improve their operations effectiveness. We help our clients thrive in the new economy,
serving as the medium to move them from a traditional business design to a customer focused, shared
information strategy with latest ICT tools. We identify their needs and then recommend appropriate
solutions of todays new way of doing business with every competency required of such service.
We provide the leadership resources and technologies required to help our clients achieve their goals.

Our Premium Solution Covers:


Customized Software Development
Electronic Document Management System (EDMS) Implementation
Document Scanning and Digitization
Document Re-organization
E-Business & I.T. Consultancy

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

- EXECUTIVE SUMMARY
Cube Systems Limited welcome and appreciate the opportunity to submit our proposal for the
Document Digitization (Scanning) for United Bank for Africa in order to meet its current and future
business/administrative process improvement needs.
This proposal document presents Document Digitization Project Solution with components consisting
of the Fujitsu/Kodak/Canon industrial scanners, Kodak Capture Pro (Intelligent Batch Scanning
Software), with advanced implementation as the solution stack to carry out the implementation of
Document Digitization that would facilitate the conversion of physical documents into digital format
(compressed searchable PDF) and migrate to your Electronic Document Management System Server.

The successful implementation of the Document Digitization will help United Bank for Africa to
increase their business/administrative productivity and enjoy automated process controls as all the
documents will be scanned in a compressed text-searchable PDF in order to safe storage space and
facilitate faster document retrieval when searched.
Our team will be available to provide experienced and professional advice on the operations and
strategy matters related to document distribution, physical document sorting, intelligent document
scanning, document indexing and uploading to your Electronic Document Management System Server.

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

DELIVERABLES

Our document digitization (scanning) solution transform your papers into text-searchable PDFs and
digital images. Instead of dealing with file cabinets or off-site storage, your documents are migrated
into Electronic Document Management System Server. Save time by finding documents faster. Save
money by reclaiming valuable office space and reducing paper stationaries costs.
Document digitization deliverables include the following:

Liaise with Head Archivist to retrieve document when requested while the project lasts.

Proper sorting of United Bank for Africa documents collected for batch scanning.

Scanning of all types and sizes of Documents

Accurate Indexing of the scanned documents by picking the meta-data properties from
document contents.

Integrated Uploading of scanned and indexed document into your Electronic Document
Management System Server

Submission of copy of scanned documents stored on an external storage unit in case of


unrecoverable disaster.

Weekly/Monthly report (in a format UBA will advise) on status of activities done in each
work area. The work done, as contained in the report would have been quality checked by
the supervisor and the focal point

Electronic Document
Management System Server

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

- APPROACH AND METHODOLOGY


APPROACH
Cube Systems will offer the required project management support, expertise and the overall
administration for the implementation. Professionally, Cube Systems will use International-standard
implementation methodology administration as a guide and bring our competencies in implementing
document digitization project for UBA.
These methodologies have been developed by our Consultants based on experience gained through
the implementation of other projects. The methodologies that will be used for this project will be the
Cube Systems Project Implementation Method for the Implementation and Project Management
Method for the Project detailed in this document.

Benefits of document digitization to United Bank for Africa?

No more file cabinets or off-site storage.

Find documents instantly.

Share & distribute documents easily and securely.

Back-up plan for critical data.

Cut Costs.

Eliminate paper pushing.

A Green and paperless Office.

More Secure Documents.

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

- METHODOLOGY
All documents will be scanned with high quality resolution and checks made at every stage of the
scanning process to ensure quality document digitization. We offer a totally secure and confidential
service and your documents are safe in our hands. Digitization solution are setup with collection of
computer systems networked with industrial/production scanners and a centralized storage device and
backup drives.

PROCESS LAYOUT FOR DOCUMENT DIGITIZATION METHODOLOGY


Step-1:
Cube Systems collect the hard copy documents with proper checkout procedure.
Step-2:
Cube Systems review documents and sort them into batches in their respective folder
Step-3:

Creation of folder for documents scanning on the scanning station

Scanning of Documents into compressed text-searchable PDF Format through the Intelligent
Scanning Software (Kodak Capture Pro).

First stage backup into a 4 Terra Bytes external storage device

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

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Step-4:

Document indexing by picking meta-data from document/folders contents

Quality Control/Check

Optical Character Recognition configuration

Second stage of scanned and indexed documents backup into another 4 Terra Bytes external
storage device

Step-5:

Migration of scanned and indexed document to Electronic Document Management System


Server.

All documents received will be returned exactly as they are delivered for scanning.
We also provide if you require, on-site assistance to re-arrange, sort or collate documents after
scanning project

DIGITIZATION SOLUTION TOOL:

Networked Computers
with 2 Stages data backup

Kodak i4250 Scanner: Fujitsu fi 6800 Scanner: KODAK Capture Pro:

Sharegate SharePoint

110 pages per minute 130 pages per minute

Industrial-Intelligent

Migration App:

40,000 pages per day

60,000 pages per day

Scanning Software

Complete SharePoint Site,

600 dpi resolution

600 dpi resolution

List, Contents, Libraries,


Folders and Files Migration
Solution.

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

- PROJECT ORGANIZATION
The general indicative project organization for the implementation of the document digitization project
is set out on the Chart below. Basically, the project will be run by both Cube Systems team and UBA
Document Digitization Project Team. This is in consonance with our project policy of involving our
client intensively in every projects. The project shall consist of the following individual or team
responsibility areas.
UBA Project Committee

Cube Systems
Project Manager

UBA
Project Manager

UBA
Document Archivist

Technical Support
Personnel

Document Sorting Unit

Document Scanning Unit

Document Indexing Unit

Quality Control Unit

Document Uploading Unit

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

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- PROJECT MANAGEMENT APPROACH


Our expert team serves as Digitization Solution Provider to United Bank for Africa who have critical
document digitization project. Our Management Team has experience successfully designing and
implementing document scanning and digitization solutions, and managing document conversions for
companies in a variety of industries and market verticals. Successful document management requires
a clear understanding of an organization's Document Strategy, its People, Process, and Technology
Requirements, and the optimal implementation approach. We will closely work with your Document
Digitization Project Team to conduct an extensive Project Plan.
Project Management Approach would involve the processes below which collectively form a complete
set of all tasks required to manage a project;

Control and Reporting

This process would cover tasks that would help in confirming the scope and approach of the project,
manage change, and control risks. Also, it would guide for management of the project plans and
report project status.

Work Management

The Work Management process would cover tasks that would help define, monitor and direct all
work performed on the project. The financial view of the project would be maintained through this
process.

Resource Management

This process would offer guidance on achieving the right level of staffing and skills on the project
and on implementation of infrastructure to support the project.

Quality Management

The Quality Management process would direct implementation of quality measures to ensure that
the project meets United Bank for Africas purpose and expectations throughout the project lifecycle.

Configuration Management

This process contains tasks that would help to store, organize, track, and control all items produced
by and delivered to the project.

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

11

PAST & ONGOING PROJECTS:


CLIENT
Nexim Bank, Abuja.

PROJECT DESCRIPTION
Implementation of SharePoint 2013 as an

STATUS
Completed

Electronic Document Management Systems and


Content Management Systems
Design and development of Business Process
Automation across the departments
Euroglobal Distiller Ltd,

Document Digitization (Scanning)

Lagos.

Quantity: 2.1 million documents

Sona Group of

Document Digitization (Scanning)

Companies, Lagos.

Completed

Completed

Quantity: 1.3 million documents

Lagos Business School,


Lagos.

Design and development of Business Process

Ongoing

Automation across the departments

Credit Risk Unit, Access

Document Digitization (Scanning)

Bank Plc, Lagos.

Quantity: 6.4 million documents

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.

Ongoing

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PROPOSED SCOPE OF SERVICE:
Cube Systems Ltds proposed scope of service includes:
Document Digitization (Scanning) Service
Document Scanning, indexing and migration to EDMS Server or store on a Storage Units.

SOLUTION IMPLEMENTATION ARCHITECTURE

We therefore looking forward to your kind response while we wait to furnish you with more
information as required.

PROPOSAL FOR DOCUMENT DIGITIZATION (SCANNING) FOR UNITED BANK FOR AFRICA.
(Procurement, Design, Implementation, Training and Support Services)
Copyright 2016 Cube Systems Limited. All rights reserved.