Document Digitization Plan

Step 1- Determine who will be responsible for leading their Department, who will help as support staff
in their department.

- We will list names of all Departments in company and their HOD.

Step 2 – Create a common Drive to store all documents

- We will create folder (Company Documents) on drive within that will create sub-folders for all
Department.

Step 3 – Collection of documents

- We will take one meeting with all HOD’s explaining them what we are trying to achieve through
Document Digitization and the process to do it.
- We will schedule time with each department HOD and ask them to list down what they already
have in digital form and what they don’t have in digital form.
- Whatever they have in digital form will ask them to upload on their department drive.
- What they don’t have in digital form will arrange for scanning and naming the documents and
uploading to the department drive.

Step 4 – Metadata and segregation

- Once documents are collected we will segregate them based on Criticality of data (Management
and All employees) than year, month, day, category and subcategory and create an Index page
- Naming will done based on the type of document purpose, use and version so that it can be
easily searchable when required

Step 5 – Cross check

- Index Page created during this process will be cross checked with the HOD’s list to see if any
documents are missing if yes than we will circle back with HOD’s for the missing Documents.

Step 6 – Access

- List with names and required access will created so that appropriate access can be given
- HOD’s and their assistant will be given access to their respective department

Step 7 – Audit if process is followed

- Will keep a person who will check every month if Process is followed or not…
- Will create an audit checklist (work in progress)
- Once audited reporting back to stockholders