KESCO DMS Proposal 1.1

KESCO - Scanning & Digitization - Solution Proposal
KESCO Scanning & Digitization - Solution Proposal
Proposal
for
Implementation of Document Management

System, Scanning & Digitization of Documents
For
Kanpur Electricity Supply Co. Ltd.,
Kanpur, U.P.
Submitted By:
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1 Introduction
Kanpur Electricity Supply Company Ltd (KESCO) is seeking the solution from the prospective agencies to carry out the
scanning and digitization activities for the old records along with the Document Management System to manage the
scanned documents.
UPDESCO would like to thank Kanpur Electricity Supply Company Ltd (KESCO) for giving us an opportunity for
proposing the solution document for scanning and digitization project. Having understood the project goals, UPDESCO
is confident that it has the necessary competencies, experience and commitment to be able to meet the requirements
and objectives of the project. UPDESCO will ensure delivery of high quality services, by leveraging an optimal mix of
resources to keep costs under control and predictable, while providing continuous improvement avenues.
UPDESCO has one of the strongest software development and support practices in the country with a proven track
record in similar large engagements specially in the scanning & digitization activities. UPDESCO has identified critical
success factors for the project and brings some key credentials as described below to offer an end-to-end solution:
Project Experience: Expertise and experience in similar projects implementations
Development Approach - We arrived for an Agile Approach for Development, each phase in the Iterative process can
be further broken into iterations and each cycle would go through a review
Program Management: UPDESCO has experience of program managing large and complex enterprise projects.
Detailed task level planning for all the teams, understanding of critical dependencies, proactive risk and risk mitigation
planning, transparent identification and reporting of project issues, effective issue resolution processes will help in
coordinating the efforts of numerous teams to converge for timely achievement of project milestones.
Solution: UPDESCO proposes to use a solution can easily meet proposed requirements as per the RFP.
UPDESCO proposes to provide a non-exclusive perpetual license of the proposed scanning and digitization application
and sole use by KESCO and its authorized users on a ‘licensed to use’ basis without transfer of any intellectual property
rights and further use thereof. UPDESCO however is willing to comply with standard compliance procedures involving
licensed products." UPDESCO has the competency and the required skills to implement the solution as per the
schedule and with optimal cost.
The solution focus is primarily on the below areas:
 Performance
 Scalability
 Interoperability
 Security
 Manageability
Why UPDESCO
UPDESCO offers comprehensive end-to-end service offerings centered on Enterprise Solutions across the entire
spectrum of the client business lifecycle aided by a unique blend of differentiators.
Government: With a strong focus on Knowledge Management and a pool of highly experienced team players.
e-Governance
e-Governance has been the most widely used term to define the use of Information and Communications Technology
(ICT) for Governance. E-enabling governance helps solve two of the most important issues of governance today:
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 Transparency of Governance
 Easy to manage and track the documents online
The role of ICT in e-Governance could be multifold: e-Governance applications must deliver tangible benefits to end
users and businesses in terms of lower costs, more rapid delivery of services or new, innovative services previously
unavailable. It should also enhance the quality of governance processes and services being offered today through
governance process re-engineering. ICT in governance can enhance participation of project stakeholders and
businesses in the choice and provision of governance products and services. And finally, it could help bring new
sections of the society, the underprivileged, under the E-governance umbrella to bridge the digital divide.
At UPDESCO, we understand that bringing technology to the citizen quickly and cost-effectively while maintaining
quality and technology standards for interoperability is the most important factor. The confidence to deliver such
solutions comes to us from the wide-ranging technology experience and close interaction with some of the
Governments
We are committed to delivering fully-integrated solutions to perform scanning and digitization and managing the
documents to meet requirements. As a Solution Integrator, we provide total project management, right from
requirement gathering to deployment including the training. While bringing the understanding of the latest
technologies to the table, we also offer different commercial frameworks to the Government options to advance
critical project implementations and seeing through that they are successfully maintained and run over a longer
timeframe.
Our expertise in solutions and frameworks for Government are visible from some of the critical projects that we have
been involved.
UPDESCO
UPDESCO helps governments harness the power of information technology with process transformation to improve
performance of State /Local governments or PSUs. UPDESCO also provides customized services and solutions that
would ensure complete interoperability with other flagship applications under the e-governance framework of the
respective countries.
This document talks about the UPDESCO proposed software solution to perform the Scanning and Digitization
operations to the department as per the RFP.
2 UPDESCO understanding
UPDESCO had gone through its interaction with KESCO understood the vision and objective of KESCO to scan and
digitize the old records and there by manage them more efficiently using the online DMS software. Following are the
high level activities to be performed as part of the solution.
1. Scanning & Digitization

2. DMS Solution
Scope or work
To develop an software solution to perform scanning, digitization of old records of the KESCO Offices and
perform the post scanning activities like digital signature, PDF/A migration , verification and validation
checks on scanned documents and digitized data and at last uploading them to the DMS.
Following is the high level scope of work to implement the solution
1 Batch Processing, Archiving (Scanning and Storing into TIFF image/digital form searchable PDF /A format) and
Retrieval.
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2 Collecting the old records from department.
3 Preparing the records for scanning/digitization purpose, i.e. Removal of tags, pins etc.
4 Scanning and Storing the Data in mirroring facility and one additional back-up on hard disk drive.
5 Indexing the stored digitized data.
6 Handing over the files back to the department in original condition.
7 Handing over the scanned data in three formats (Raw Master Image, Clean Master Image and PDF/A image)
on appropriate electronic media and transferring the stored digitized data on the Hard Disk/CD/DVD/San
Storage provided by the department.
8 Storing the digitized data and scanned documents in backend data store
9 The output of scanning & digitization will have to be posted to DMS after final approval from the department
10 To develop the DMS solution as per the requirements.
11 The PDF/A output should also accompany XML output simultaneously PDF/A and during porting the same to
the DMS
12 Imparting of adequate training to the staff to use the DMS application and manage the documents.
13 KESCO approved scanned documents can be digitally signed before uploading it to the DMS.
14 The workflow of functioning of scanning cell (where scanning activity by the vendor will be carried out) will be
formulated and finalized by KESCO so as to make it in sync with functioning of other concerned sections.
15 The output of scanning/digitization will be verified by authorized officers of department on the basis of all the
technical parameters of this tender including the economy of disk storage of the output.
Proposed Standards
UPDESCO understood that quality place a key role in the scanning and digitization projects. To achieve this proposes
following standards to implement the solution
1 Scanning Activities
1. Scanned Documents Resolution would be not less than 300 dpi and its quality is close to the original
document
2. The compressed PDF files created for viewing should also be 50-80% compressed as compared to
standard CCITT G4/JPEG compression (in TIFF/JPEG/PDF file format) for Grey scale images retaining
Search ability, good view and print quality.
3. Should be liberalized PDF (as defined by PDF reference manual (ISO 3200-1:2008) to ensure faster web
viewing. In case of images with printed English text, the output PDF document should be searchable.
In this case the PDF should also be reflow able such that the text readjusts itself on the basis of the
size of the screen. Searchable PDF should be created in one single step by processing the input image
file thus ensuring that no intermediate manipulation of content is possible. Should be enabled for
interactive use (applying digital signatures, annotations, comments) with free Adobe Reader or any
other popular free pdf software. PDF/A should be digitally signed
4. Automated Meta data insertion in the PDF files- Metadata available in Spread sheet or text file should
be inserted into the PDF file in a single step during the creation of the PDF file itself. The metadata
inserted inside the PDF should conform to the XMP specification for storing rich metadata. This will
enable any content management system that supports XMP to import this metadata as indexes.
2 Security Standards
 Password protected.
 Digital Signature
 PDF/A format
 Read Only Option
3 Digitization Activities
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1. Follows the e-Governance meta data standards while capturing the data
2. Try to place the selection options where ever applicable to avoid the data entry mistakes
3. To restrict the data entry based on the data type, formats and range of the values
4. To store the critical data in a secured manner using encryption and decryption techniques
4 DMS Solution
1. Implement the solution in the open source technologies
2. uses the SOA architecture as part of the data exchange to pluggable with existing applications
3 Roles and Responsibilities
Following are the identified roles and responsibilities of the project stakeholders to implement the solution as per the
timelines.
Implementation Agency - UPDESCO

1. Requirements gathering and finalization
2. System Study
a. To study and understand the existing files and its nomenclature.
b. To study the internal applications and finalize the integrated solution
c. Finalize the Study the existing tools and components to implement the solution.
d. To finalize the software and hardware to implement the solution.
3. To prepare the detailed work plan to execute the project
4. To deploy the required manpower at two identified locations of KESCO.
5. To deploy the required equipment, and software UPS/Scanners/Printers/ Desktops etc.) to perform the
scanning and digitization activity at KESCO Offices premises.
6. To implement the scanning and digitization workflow solution.
7. To implement and deliver the solution as per the timelines.
8. To customize the DMS Solution
9. To provide the online work progress and MIS reports to the respective stakeholders based on the time internal
and as per the user level and access rights.
10. To deploy the application at the department premises.
11. To take phase wise approvals and sign-offs from the department.
12. To perform the scanning and digitization activities at identified locations of the KESCO Offices.
13. To perform the QA testing of the scanned documents and Meta data.
14. To identify and finalize the metadata fields and searching fields
15. To do the application maintenance activities for the period of 1 Year.
KESCO
1. To help the implementation agency on system study and understand the processes.
2. To provide the necessary infrastructure (Space, Power, Tables/Chairs etc.) at KESCO premises to execute the
project at scanning sites.
3. To appoint the single point of contact and support team to assist the UPDESCO and complete the project on
time
4. To provide the old records to the implementation agency.
5. To provide necessary support to the implementation agency to perform the scanning and digitization
activities
6. To provide the approvals and sign-offs on need basis.
7. To identify and freeze metadata fields and index parameters
8. To provide the searchable meta data fields and its combinations
9. To provide the reporting and user access management requirements for the web based QA tool
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10. To provide the reporting and customization requirements for the DMS Solution
11. To provide list of officers for training
12. To provide the PDF access rights and security standards for those willing to access the document outside DMS.
13. To provide the required manpower (department officers) to perform the following operations
a. Scanning and digitization activities
b. To perform the QA Testing on Metadata and scanned documents , PDF/A and security and digital
signature)
14. To provide the required proposed infrastructure (Hardware and software licenses) to deploy the application
4 Assumptions
This solution is prepared in the following assumptions
1. It is assumed that the physical records are in the good condition and can able to scan using the scanner
2. It is assumed that appointment of single point of contact for the project
3. It is assumed that department would provide the required space and basic infrastructure to perform the
scanning operations at desired locations.
4. It is assumed that department would provide technical support to implement the solution as scheduled.
5. Record based file generation and there would be no further document type classification while generating the
files
6. It is assumed that approximate number of pages to be scanned in 8 to 10 lakh and can be finished in the
period of 6 months
7. It is assumed that department would provide the timely support to the UPDESCO to complete the activity on
time
8. It is assumed that customization of internal application is not part of the scope of work
9. It is assumed that the department would procure the software and hardware licences for the server as
proposed by the UPDESCO.
10. It is assumed that department would provide the training to trainers and officer list for the project
5 Deliverables
This section talks about the identified project deliverables for the proposed scanning and digitization solution for
KESCO.
1. Project work plan
2. Work progress Reports in regular intervals
3. Solution Documents
4. Training Plan &Training Material
5. Handover of the digitized Scanning Documents in three formats in external Storage in regular intervals
 Uncompressed Raw Master Tiff Images with 300 dpi
 Compressed Tiff Images with 300 Dpi
 PDF/A with 1024x 768 pixel documents
6. Digitized Meta Data in the external Storage in regular intervals
7. Customized DMS Application with scanned images and meta data
8. Database backup files and schema scripts
9. Application Sign-off and Handover
6 Risk Assessment & Mitigation plan
There are substantial benefits to be gained by digitizing paper records for KESCO. As a result, the KESCO is
undertaking digitization of the records.
In Scanning and digitization projects or programs you need to be aware that there are also a variety of risks.
Being aware of these risks can help your organization to build mitigation measures into program/project
planning and management in advance to avoid the risks
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This section talks about the some of the identified risks in the proposed solution along with mitigation
strategy. The risks are categorized based on the
Project Execution Risks

1. Timelines - Complete the project on given timelines and as per the plan
Risk Mitigation - Proper system study and correct judgment at the time of project study phase and use the
backup resources or Increase the manpower and work for more hours to meet the dead lines
2. Manpower - Lack of the skilled manpower for project execution the scanning and digitization activities
Risk Mitigation - usage the expertise manpower
Scanning and Digitization Activities Risks

Scanning activity always critical task and complex in nature. There would be higher chance of risk involved since it
involves the manual effort leads to error prone and increases the rejection rate at QA.
Risk mitigation:
 To place the skilled manpower to perform the pre-scanning and scanning activities
 To place the good quality scanners with 300 dpi
 To aggregate the pages based on the size and quality and do it in the high resolution printer
 Take the quality printout of the poor quality of the papers before scanning them
Risk 2: That the complexities of digitization will be underestimated
Digitization is inherently complex. It is not enough just to buy the software and hardware and start scanning, or sign a
contract with a service provider and send them paper records. If care is not taken the results could be disastrous, the
digital images unusable and public money wasted.
Risk mitigation:
All digitization activity needs to be carefully planned and managed. Research needs to be conducted and decisions
need to be made and documented about a variety of matters including:
 what records should be digitized and why

 what benchmarks are needed
 what technical standards to use
 what metadata is required, and
 What quality assurance measure to apply.
Risk3: That costs will be underestimated
Digitization involves a range of upfront and ongoing costs:
Upfront costs can include the purchase of hardware and software, training and support of staff, staff time to define
benchmarks, contract set-up etc. In some cases costs might include conservation treatment for fragile paper
records prior to digitization.
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Ongoing costs include staff time to digitize and perform quality assurance, the cost of maintaining digital images
(and possibly original paper records as well) over time, managing variables and the maintenance and update of
systems.
In particular, the ongoing costs (and complexity) of preserving digital images in place of original paper records over
long periods of time should not be underestimated. This will require a significant investment of funds over a long
period of time which could make some projects unviable.
Risk mitigation:
As part of planning, organizations need to clearly define both upfront and ongoing costs, including costs for
maintaining some digital images in the long term, and ensure that they have adequate resources over the lifetime
of the program or project. If they cannot guarantee resources, project aims and selection decisions may have to be
reviewed.
Risk 4: That original paper records will be damaged during the digitization process
Back-capture digitization projects require that original paper records be retrieved from storage, handled and
sometimes unbound. On occasions pages may need to be removed (e.g. in order to apply different scanner
settings). In the case of outsourcing, original paper records will need to be transported to and from service
providers.
There is a risk that the paper records will be damaged in this process or returned to storage in the incorrect order.
This may create problems and compromise their ability to function as evidence, especially for records of high risk or
high value that are being retained after digitization.
Risk mitigation:
KESCO need to ensure that original paper records are handled carefully and put back in their original order. Staff
members need to be trained in handling and supervised where necessary and quality assurance measures built in to
ensure records are not damaged.
Important note: If records are required as State archives, advice from State Records should be sought before
digitization commences.
Risk 5: That digitization will not produce a full and accurate representation of the original paper records
The aim of digitization is to create digital images of the original paper records. The quality of these images need to
be fit for purpose. In some cases it may be appropriate to settle for smaller files of lesser quality e.g. for the delivery
of images online.
However, there are occasions where the quality of the digital images cannot be compromised, for example, where
the original paper records are to be destroyed and the digital records are to replace them as evidence of the
business activity (and could potentially be required by department).
Risk mitigation: Organizations need to identify what the essential characteristics of the records are that must be
retained, and create quality benchmarks to ensure that these remain intact. The definition of technical and
metadata standards, along with staff training and quality assurance checks (either of images or samples of images)
should help to ensure that image quality is fit for purpose. Procedures and standards need to be developed and
documented as these will help to demonstrate that digital images are trusted copies of the originals.
Risk 6: That digital images are not stored or protected appropriately
If the original paper records are destroyed the digital images become the official records. Digital images must be
stored securely, remain tamper-proof and unaltered, and be kept for the retention period defined for the original
paper records. Poor storage or protection of the digital images may result in the loss of essential evidence, which
can have far-reaching consequences for the organization.
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Even if the original paper records are retained, there are risks to the organization if digital images are not subject to
the same controls as the original paper records. For example, access and security regimes for paper records with
sensitive content should equally be applied to the digital images.
Risk mitigation: Organizations should confer with their records management staff to ensure that digital images are
stored and controlled appropriately.
Ideally, digital images should be captured into a recordkeeping system, where they can be accessed only by
authorized users, secured from unauthorized alteration or deletion, in context with related records, protected from
disaster and kept for their required retention periods.
If the organization does not have a recordkeeping system, digital images need to be kept on a secure drive with
stringent security, access controls and backup until the organization can move them into a recordkeeping system.
Note: Master digital images should not be stored on removable media due to their inherent risks. For more
information see managing removable media in the Managing digital records guidelines.
Risk 7: That duplicates are not managed appropriately
When original paper records are retained, the digital (master) image is already a duplicate. Organizations may also
potentially require multiple digital copies at different levels of quality, depending on their purpose.
If these are inefficiently managed, it will be difficult to ascertain which version is the ‘official’ record and to ensure
that it survives for as long as it is needed. The existence of many derivative images may also add to storage and
management costs and cause problems in relation to access and security.
Risk mitigation:
Organizations should confer with their records management staff to ensure that digital images are managed
appropriately. They will also need to adopt a well-defined metadata schema with relationships between records to
ensure that it is very clear whether the original paper record exists, which is the ‘master’ image and which are
derivatives and for what purpose they are to be used.
DSpace DMS Solution and storing the records in the DB with primary key for each record and manage it with page
count option
Risk 8 : That digital images will not survive and remain accessible for as long as they are required
Digital images are inherently unstable. Technological obsolescence and media degradation can render them
unreadable in relatively short time frames. If digital images are replacing original paper records, and are required as
evidence for long periods of time, the organization will need to consider how to ensure they survive for as long as
they are required.
Risk mitigation:
DSpace DMS Solution
7 Implementation Steps
Following are proposed implementation steps to perform the scanning and digitization solution for the department
based on the above scope of work.
Implementation Steps - High level
Pre- Image /PDF DMS

Scanning Digitization Digitial Sign QA Process
Scanning Opeartions Porting
Implementation Steps - Detailed

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Proposed Solution - Process Steps
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Process Steps with Technical Mapping
8 Proposed Solution
This section talks about the proposed solution for the scanning digitization including the DMS for KESCO. The proposed
solution would developed using open source technology by integrating the standard tools/SDKs to perform the
scanning and digitization operations and the DMS.
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Logical Mapping
`
Proposed Solution - Logical Mapping
Technical Mapping
Proposed Solution - Technical Mapping
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9 Application Modules
The above solution can be categorized into the four modules based on the functionality.
1. Scanning and Digitization

2. Quality Module
3. DMS Module
4. External Application Integration APIs
This section talks about the proposed application modules and its activities
Scanning and Digitization Module
9.1.1 Scanning Tasks
Collect the old records from registery

Pre- Un staple the pins and remove the tags
Scannin
g Organize the pages
Activiti Page Numbering..
es
(Manua
l)
Scan the pages in batch mode based on page size and quality
Scannin
g Aggregate the scanned pages
Activiti Image Compression
es
(Autom
atic)
Aggregate all the scanned Documents

Post perform image enhancements like image cropping, border removal and
Scannin
g rotation etc
Activiti First level QA by KARVY team
es
(Autom
atic)
9.1.1.1 Pre-Scanning activities - Manual

Pre-Scanning is process steps to be performed which would help to start the scanning. Following are the sequence of
activities to be performed as part of the pre-scanning and digitization process.
 Collect the old records from the department.

 Organize the pages
 Un staple the pins and remove the tags.
 Page Numbering.
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9.1.1.2 Scanning & Digitization

Scanning is the process of converting the physical file document to digitized form.
This section talks about the identified steps involved in the scanning process.
9.1.2 Scanning - SDKs/Tools

 Scan the pages in a physical record/file
 Aggregate the scanned pages in the physical record/file
 Image Compression
 perform image enhancements like image cropping, border removal and rotation etc
 Convert the Tiff images to PDF document
 upload the PDF document it to the central location
Aggregate the Image

Scanning
scanned pages Compression
Batch uplod of TIFF to PDF Image

documents Conversion Enhancements
9.1.3 Digitization- Open Source Tool

Digitization is the process of capturing the Meta data fields and stored in the backend data store.
1. Meta data fields identification

2. Development of application to capture the Meta data fields
3. Digitize the Meta data fields
Meta data fields Application Meta data fields

identification Customization entry
9.1.4 PDF Operations - Tools/SDKs

This section talks about the additional operations performed on the QA officers approved the scanned documents and
digitized data in batch mode before porting into the DMS.
9.1.5 Process Steps

• PDF Compression
• Indexing & Book Marking
• PDF Protection
• QA by UPDESCO Team
• Digital Signature
• QA operations by the Department
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PDF
Compression
QA by the Indexing &

Book
Department Marking
Scanned docuement
Operations
Digital PDF
Signature Protection
QA by KARVY
Team
Scanned PDFs and digitized data operations
Quality Module - Open Source Tool

UPDESCO QA approved Scanned documents along with the Meta data fields can be made available to the department
officials to perform the QA Operations for final approval before uploading them to DMS
9.1.6 Activities
Following are the activities performed by the department officials as part of the QA operations online
1. Scanned documents verification and validation

2. Metadata fields Verification and Validation
3. PDF Document Operations Verification
 PDF/A Migration
 Digital Signature
 Bookmarks Verification
4. Feedback (Approved/Rejected)
Reporting Module
The proposed web based open source solution includes the reporting module which allows to track and monitor the
work progress and perform the QA operations by the Officials for the given time period.
9.1.7 Scanning Progress Reports

1. Documents - Collected/Scanned/Pending etc.
2. Batch Upload to Centralized Location completed/pending/In-Progress
3. Scanned Image Verification and Enhancements
4. Documents splitting - completed/pending/In-Progress
5. UPDESCO QA Verification Process - Approved pending/Rejected/Cancelled
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9.1.8 Digitization Progress Reports

1. Metadata fields Digitization - Completed/pending
2. Metadata Indexing and document mapping - completed/pending/In-Progress
3. UPDESCO QA Verification Process - Approved/Pending/Rejected/Cancelled
9.1.9 Batch Operations Progress Reports

1. Digital Signature - Available/Completed/Pending
2. PDF/A Migration - Available/Completed/Pending
9.1.10 dSpace DMS Porting Progress Reports

1. DMS Porting - Completed/Pending
2. Searching based on the index parameters
9.1.11 General Requirements

1. User Rights and Security Management
 Control all the authorized users with their assigned rights and only authorized users can login to the portal
and can perform the tasks that the administrator of the portal has allowed from menu-level up to the
button level (add, edit, delete, print, post and view etc.)
 Access level of each user can be defined at the time of creating the user.
 Access level of each module / interface can be defined at the time of creation of the user.
 System should have multiple level security controls. Few of the mare:
2. Performance
 Background processes, reporting, data loading, data integrity checking, data backup operations etc should
not take a toll on the performance of the system.
 System should perform optimally during normal and peak workloads.
 The system must be designed for less than 1% downtime at normal load.
3. Operations, Backup and Recovery
 Mechanisms and techniques must be devised to guard against unintentional loss of data. when necessary,
full data recovery must be made possible
 The system should have an emergency / contingency backupsystem during a period of possible LAN failure
and which permits the upload of such data to the central database once the LAN becomes operational.
4. Online Monitoring and Logging
 For the purpose of trouble shooting and performance analysis, authorized members activity log
mechanism must be incorporated in the system.
 The system must be able to identify and reveal which individual has modified, added or deleted any data
within any part of the system. This feature generates a comprehensive log of all actions under taken by
various users. This trail ensures all information in the system is secure and can be used for accountability
and proper monitoring of the system.
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DMS Module- Open Source dSpace DMS
UPDESCO proposes the open source web based industry standard dSpace DMS application to store and
manage
the scanned documents and metadata online. This section talks about the proposed dSpace activities as part
solution
9.1.12 Overview
DSpace is an out-of-the-box open source repository software package for creating repositories focused on
delivering digital content to end users, and providing a full set of tools for managing and preserving
content within the application. DSpace is the most widely used repository software platform, with more
than1,000 installations worldwide representing a growing and active user community.
Part of the Dura Space group of open technology projects, DSpace was originally developed by the MIT
Libraries and the Hewlett-Packard Company. Since it's initial open source release in 2002, the platform has
been guided by a global community of committers and developers who manage releases and contribute
code.
9.1.13 Features
1. Open Source Architecture

DSpace is a set of cooperating Java web applications and utility programs that maintain an asset store and an
associated metadata store. The web applications provide interfaces for administration, deposit, ingest, search,
and access. The asset store is maintained on a file system, or similar storage system. The metadata, including
access and configuration information, is stored in a relational database.
2. Platform independent - Works on any OS like UNIX-like (i.e. Linux, HP/UX), Mac OSX or MS Windows
3. Free of Cost - Zero licensing Cost
4. Out-of-the-box: DSpace is easy-to-install and get up and running quickly.
5. Application architecture: DSpace offers organizations a full application, not just a framework with
components (i.e. database, data model, workflows, browse/search, storage manager, front end web interface)
built into the architecture. Components may be swapped or added, but there is no need to build new ones.
6. Built-in workflows: Originally designed for libraries, the embedded DSpace data model and workflows are
familiar to librarians and archivists.
7. Built-in search engine: DSpace comes packaged with Apache Lucene, and OS indexing engine, that allows for
enabling full-text searching for end users. In addition, you can optionally enable a faceted search/browse
interface via Apache Solr, an OS enterprise search platform.
8. File types: DSpace auto-recognizes files of any common format (e.g. TXT, DOC,PDF, JPEG, MPEG, TIFF). But,
DSpace will accept files of any format.
9. Metadata: Qualified Dublin Core is the default metadata schema, but DSpace can accept custom metadata
schemas similar to Qualified Dublin Core. DSpace can also translate metadata from other metadata schemas
such as MARC/MODS.
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10. Tools/plugins: DSpace comes with management tools including batch import/export, batch metadata editing,
curation, and object backup & restoration tools.
11. Security: The platform comes with an authorization stack or organizations may use an existing LDAP,
Shibboleth, or similar protocols to link their internal systems
12. Permissions: DSpace allows you to control permissions as granular as item level, or you can set global
permissions based on communities and collections.
13. OAI-PMH/SWORD/WebDAV: DSpace complies with standard protocols for access, ingest and export.
14. Configurable database: Organizations can choose either Postgres or Oracle for the database in which DSpace
manages items and metadata.
15. Languages: DSpace is available in over twenty languages
9.1.14 Functional Process Flow
Following are proposed customization steps as part of the dSpace DMS and can be finalized after the final
study.
1. GUI Customization
2. User and access management
3. Searching parameters
4. Searching based on indexing parameters
5. Documents management
6. Meta data management
7. PDF viewer
8. Reports
Page 18 of 34
9. Data and Document Porting Interfaces in batch mode
10. External Application Integration Interfaces - dSpace includes the built in pluggable APIs for data exchange to
communicate it to the other departmental applications like PSMIS, GPF, VLC and ISHK applications
GUI
Customization
User Access
Reports
Management
dSpace DMS
Customiztion
Seraching
PDF Viewer
Meta data Document

managment managment
dSpace Customization and Integration
9.1.15 Sample Screen shots
Login Page
Page 19 of 34
Home page
Documents View
Page 20 of 34
QA Process
Proposed Hardware & Software Stack
Server Environment - Proposed Software and Hardware Stack–To be Provided by the KESCO.
S.No Component Software/Hardware Description

1 Operating System Ubuntu 14.4 LTS Open source Linux based Operating System
2 Application Server Apache 2 and Open source HTTP based application Server used to run
Tomcat 7 the web application
3 Make & Model Dell I7 Dell i7 Model
4 RAM & Memory 16 GB, 4TB HDD Randam Access Memory and Hard Disk
5 CPU Raid Server Raid Server
6 Database PostGRESQL 9.4 Popular open source database to store the data
7 Digital Signature Digitial Signature Tool
Client Environment - Software & Hardware Stack - Desktops to perform the scanning and digitization activities -
Deployed by UPDESCO
Page 21 of 34
S.No Component Software /Hardware Description
1 Operating System Windows Desktop Windows Operating System
2 CPU & Memory 2.3 GHZ with 4 GB Dell Intel
RAM
3 Hard Disk 400 GB To store the data and Images
4 Browser Any Browser Standard browser
5 Scanning and Image Windows KODAK and Canon and Adobe SDKs
Enhancement SDKs
10 Project Execution Plan
UPDESCO proposes phased wise delivery approach to implement the above tasks as per the work plan.
Execution Steps
Following are execution steps to implement the solution
1. Requirements review & finalization

2. Solution approval
3. Components Customization
4. Application Demonstration
5. Perform Test Run
6. Application Finalization
7. Application Integration
8. Go Live
Requireme
nts review
&
Go Live
finalization Solution
approval
Application Execution Component

Integration
Steps Customization
Application Application
Finalization demonstration
Perform Test Run
Project Execution Steps
Page 22 of 34
Project Execution Approach

UPDESCO proposes following is the approach to execute the proposed system for KESCO office.
UPDESCO Program Execution approach is a blend of global best practices in program management, and is enriched
with the experience of having delivered large programs all over the Indiaspecially in e-Governances Domain. It covers
delivery of heterogeneous solution domain components, clubbing them together, and supported by a solid
governance structure, delivery oversight, comprehensive risk management, unambiguous responsibilities, and
continuous feedback and improvement throughout the engagement lifecycle.
For SI program, UPDESCO proposes wave-wise delivery and phase-wise deployment with overarching program
management and solution integration. The approach has the following components:
 Program Organization
 Overall Integration Plan
 Implementation Methodology
 Change Management & Training Methodology
 Data Study & Migration
 Deployment Plan
 Grievances, Support & Handholding Methodology
10.1.1 Program Execution

KESCO application will be organized into interlinked domains, each with an end deliverable which goes towards
completion of the solution in conformance with the deployment plan. This would enable detailed planning,
heterogeneous methodology for discrete components and monitoring within waves, while also planning for
dependencies, inter-linkages and risks in a common way.
The figure below illustrates at a high level how the program will be organized.
Page 23 of 34
Steering Committee
Program Management
Domain Stacks
App
lica
Appli
tion Sca Trai
catio Infr
Stu nni nin
n a&
dy ng g& Risk
Deve De
Deliv & & Cap
lopm plo Mana
ery Req Digi acit
ent ym geme
Overs uire tiza y
& ent nt
ight me tion Buil
Cust Tea
nts Exp din
omiz m
Gat erts g
ation
heri
ng
Solution Integration
Dependent Delivery Track(S)
Program Management—Responsible for synchronizing activities across all the waves, ensuringconformance to
program objectives, erasing ambiguity between domains, maintaining overall program progress status and
communicating integrated view to the program director as well as Customer empowered committee. This will be
supported by a Program Management Office (PMO) created specifically for the purpose.
Solution Integration— Responsible for setting overall architecture principles for all the tracks, optimizing efforts spent
on overlapping/ dependent areas, and ensuring conformance to principles across the tracks. This track will also be
responsible for providing domain and architecture expertise as necessary across the various tracks.
Domain 1 - Application Study and Requirements Freezing – will cover application study, Gap Analysis Requirements
gathering, freezing
Domain 2 - Application Development & Customization — will cover the Design, Development, Customization Training
and execution of software development life cycle.
Domain 3 - Scanning and digitization Experts –Will cover the scanning and digitization activities including the pre-
scanning, QMS, post scanning and digitization activities
Page 24 of 34
Domain 4 - Training & Capacity Building – will cover change management initiatives and training needs of the
organization such as planning, scheduling, course material, implementation of training, feedback, and assessment of
training.
Domain 5 - Infra & Deployment Team –will cover hardware, software and application deployment and backup and
achieving activities
10.1.2 Implementation Steps

1
Following is the suggested approach to implement Services:
1. To study the existing systems and gather the requirements

2. Development of the Application modules as per the requirements and SLAs
3. To Deploy the expertise manpower to perform the scanning and digitization work at client locations
4. To Deployment of Server Application at Client locations.
5. Application Training & Capacity building
6. Maintenance & Support Activities (If Applicable)
Project Execution Steps

1
2
3
4
5
6
7
UPDESCO Proposes the execute this effort in four phases and planning to complete in 6 months’ time from the date of
awarding the contract
PHASE I Activities – Project Kick off & Planning
1. Agreement sign-in and Project Kickoff

2. Prepare the project plan
PHASE II Activities – System Study & Requirements Freezing

Page 25 of 34
o Deployment of the manpower as per the plan

o System Study
o Requirements Gathering
o Existing Internal systems study including the Data stores
o Reporting Requirements finalization
o Indexing parameters finalization
o Meta data fields finalization
o Searchable parameters finalization
o Freeze the requirements
o Review and Approvals
3. PHASE III - Application Development and Deployment

o Development of application at client premises
o Supply and Install the required infrastructure at client location to perform the scanning and
digitization activities
o Deploy the required manpower to perform scanning and digitization activities at two locations
o Customization of DMS
o Deployment of required manpower for capacity building and support activities
o Application Training & Capacity building
PHASE IV Activities –Application Handover& Sign-off
1. Application transition and handover

2. Project Sign-off
10.1.3 Resource Planning & Team Structure

This section talks about the proposed manpower deployment for the proposed Project
UPDESCO would deploy the domain specific skilled manpower from project initiation date as per the work plan to
perform the project activities. UPDESCO proposes the 4 levels of domain exports are required to execute the effort as
per the Tender. UPDESCO would deploy and provide the proposed manpower with the following domains on timely
basis based as per the resource plan.
Resource
Page 26 of 34
Detailed Resource Deployment Plan
Delivery Central
Head
Karvy Client Location
Project Technical Lead Developme Training

Manager (both KARVY nt Team Executive
( both KARVY and Client (KARVY
Scanning & Pre- Infra DMS Data

Digitization Scanning Support Solution base
Operators for & QA Team (1 for
for each
Page 27 of 34
10.1.4 Resources with Roles and Responsibilities

Resource Experience Qualification Experience, Roles & Responsibilities
Delivery Head 14 BE/MBA 14 Years of experience in program management.
At least 2 Year Experience in e-Governance Domain
Ability to understand the System processes and procedures
Being involved in a project from evaluation, conception and
completion.
Ability to provide leadership, motivation and strategic
direction to a multifaceted team.
Excellent interpersonal, collaboration, and problem solving
skills combined with excellent written and verbal
communication skills.
Strong understanding of Agile software development, SDLC,
and Business Analysis practices.
Proven ability to achieve results in very high-pressure
environments and to keep teams motivated.
Project Manager 12 B. E. / B Tech. 12 years in the IT Industry.
(CSE/IT/ECE/EEE) / 4 Years of experience in project management.
MCA /MS (IT) 2 Years’ Experience in e-Governance Domain
Able to guide team on technology and provide solutions for
business critical issues.
In-depth knowledge of JAVA MVC Framework and SOA
Architecture
Should have executed the complete SDLC on at least one
project using J2EE and should have experience in
documentation at all stages of SDLC.
Responsible for all phases of the project lifecycle.
Should aware about the project management processes and
tools
Should demonstrate an Innovative approach in technical and
managerial problem solving situations.
Technical Architect 7 B. E. / B Tech. 7 Years’ Experience Enterprise applications using Java and
(CSE/IT/ECE/EEE) / J2EE Technologies
MCA /MS (IT) System Architecture and Modules Design the Enterprise
applications using MVC Architecture with open standards
using specially in java and PHP technologies
Database Administrator 6 B. E. / B Tech. 6 years of testing experience in IT industry by writing the test
(CSE/IT/ECE/EEE) / plans and test cases and writing the test scripts and to
MCA /MS (IT) performance tests and generate the testing results with the
testing tools along JUNIT and JMETER.
Application Tester 5 B. E. / B Tech. 5 years of experience in the backend database functionalities
(CSE/IT/ECE/EEE) / like Understand the existing database schemas
MCA /MS (IT) Run the backend database scripts and generate the data
quality reports
Working experience in using the Cassandra
Managing and Writing backend database SQL and PL/SQL
programmer create database schemas and migration scripts
to change the existing schemas to specified format on open
source databases like PostGRESQL database
Assist the team in writing the backend database queries for
business logic.
Web portal/GUI 5 5 Years of experience in developing the GUI Applications using

Designer portlets, Spring, Struts and JSP and jQueryetc and hibernate
technologies
Page 28 of 34
Resource Experience Qualification Experience, Roles & Responsibilities
Dspace Customization 5 B. E. / B Tech. 5 Years of experience in the mobile apps specially in dSpace
Developer (CSE/IT/ECE/EEE) / DMS Application Customization
MCA /MS (IT) Strong OO design and programming skills in Objective-C
Familiar with iOS SDK (UIKit, Cocoa Touch, Core Data, Core
Location, etc)
Familiar with xcode
J2ME and J2EE Technologies
Knowledge of SQLite
Familiar with Eclipse
Common -Understanding of other compiled languages
Experience on web service integration (SOAP, REST, JSON,
XML)
Experience of development using web technologies
Good understanding of OO programming and design patterns
Good experience in HTML5, JavaScript, jQuery, Ajax and
Experience building web and native apps
System Administrator 5 B. E. / B Tech. 5 Years of Experience in IT specially in servers and OS

(CSE/IT/ECE/EEE) installation
1. Adequate & sufficiently trained resource is deployed to
manage the data centre Infrastructure components to meet
the SLA and functional requirements of the project.
2. Effective provisioning, installation/configuration, operation,
and maintenance of systems hardware and software and
related infrastructure.
3. Configuration of server parameters, operating systems
administration and tuning.
4. Operating System administration including but not limited
to management of users, processes, resource contention,
preventive maintenance and management of upgrades
including migration to higher versions and patches to ensure
that the system is properly updated.
5. Security administration including
6. Monitoring of various devices / tools such as firewall,
intrusion detection, content filtering and blocking, virus
protection, and vulnerability protection through
implementation of proper patches and rules.
7. Root domain administration by creating the root and sub-
domains and setting the root level security policies such as
authentication
Scanning Operators 2 Any Graduate 1. Adequate knowledge in MS Office and strong Typing skills
/10+2 (Can type 35 Words per minute)
2. Write and Read English and Telugu
Digitization& QA 2 Any Graduate Support the end user with overall application and domain
Operators /10+2 knowledge along with strong Communication Skills
Implementation Plan with Time lines

UPDESCO is planning to complete the project in 6 Months’ time from the date of awarding the contract
Following is the proposed work plan along with timelines to execute the above activities and implement the Scanning
and Digitization solution as per the RFP
Phases Description Time Frame

Project Period Total Project Time period 6 Months
PHASE 1 Project Kick off and Planning 1 Day
PHASE II System Study and Requirements Freezing 1 Week
PHASE III Application Development, Deployment and Training 1 Month
PHASE IV Project sign-off and Handover 1 Week
Page 29 of 34
Following is the proposed detailed implementation plan for the Scanning & Digitization project
Work Plan
`
Scanning and Digitization Solution - Proposed Schedule - 6 Months
Time Frame
Month 2
Month 3
Month 4
Month 5
Month 6
Week 1
Week 2
Week 3
Week 4
S.No. Item
A Project Kick Off 1
B System Study & Requirements
1 1 Week
Freezing,
C Application Development/
1 1 1 3 Weeks
Customization & Deployment
1 Scanning and Digitization Solution
1 1 Week
Customization
2 Manpower and Application and
1 1 Week
Infrastructure Deployment
3 DMS Customization & Deployment
1 1 1 3 Weeks
4 Application Training & Capacity
1 1 Week
Building
D Scanning and Digitization Activities
including QA and Image 1 1 1 1 1 1 22 Weeks
Enhancements
E Project Sign-Off and Handover 1 1 Week
11 Training and Capacity Building
For any successful implementation/roll-out of IT Applications, UPDESCO believes that the ability of end-users to
operate to the systems effectively plays an important role. UPDESCO has proven experience in conducting different
training programs (project specific, technology specific, process, management, behavioral etc.) to its Clientele across
the globe. UPDESCO also believes that the sensitization of benefits of the program by the end-users will improve the
utilization of the systems so that the intended benefits are realized.
UPDESCO would give the training to the application users on the dSpace DMS Application including the QMS module.
UPDESCO proposes the following training steps as part of the training program
Training Approach
1. Assessment of Training Needs
2. Scheduling and Curriculum preparation
3. Development of Courseware
4. Training
The below section outlines the details of the above
1. Assessment of Training Needs
The objective of this phase is to understand the level of their basic IT skills, level of receptivity considering their age,
functional area and language barriers, if any,so that the required training can be planned. UPDESCO will adopt
different techniques like surveys, interviews, studying existing data within the organization to develop a Training
Strategy based on which the Training Plans are drawn in consultation with KESCO. The training program will be
Page 30 of 34
tailored to suite the varying requirements of different categories of employees such as Group I - Report Analyzers,
Group II - Zone/Circle level Officers in-charge & Group III - department level Key Officers and different functional roles
in the organization.
2. Scheduling and Curriculum Preparation
UPDESCO will develop and manage the training schedule in consultation with KESCO, aligned with the overall
implementation roadmap of the program and coordinate the same with all stakeholders involved. Training schedule
will be developed considering business impact and effective utilization of Training infrastructure and capacities. The
training curriculum will be developed based on the training needs assessment and outline the mode of delivery,
module structure, and duration and target audience.
3. Courseware Development
UPDESCO believes that well planned and designed courseware makes lot of effectiveness in imparting the training to
the end-users. As part of this phase, UPDESCO will prepare the below material and make them available to the end-
users at the time of training program.
Documentation on the Basic IT skills/requirements which includes the introduction to computers, computer
organization and basic operational procedures
User/Operational Manual of the Applications under implementation which includes step by step procedure for
operating the Applications for each functionality so that any (role based) user can operate the system effectively with
ease.
Case Studies – required case studies will be prepared make them available for the purpose of practicing the different
business situations that arises
Assessments –UPDESCO will use the different methods for evaluating the performance of the trainees. As part of this,
UPDESCO will create material for conducting different hands onexercises at the end of each session, Quizzes,
assessment at the end of the training program.
Feedback –UPDESCO will prepare feedback form to collect the feedback of the trainees at the end of training program
so that the necessary care will be taken to organize the programs for the next batches UPDESCO will ensure that the
training content meets all the objectives of the training course. The material shall be developed in English, Hindi and
vernacular language. UPDESCO will also develop the training material for delivery through Computer Based Training,
Instructor Led Training, Online User Material / Help Manuals and Job Aids. UPDESCO will provide detailed training
material providing step-by-step approach in soft and hard copies to department training officers for reference.
4. Training
Based on the understanding of the requirements specified, UPDESCO proposed the following streams of training to
the identified staff of department
Awareness Program to sensitize the benefits of implementation of DMS Solution.
UPDESCO considers this phase as the first and basic step for the required change management. The objective of this
program is to make the users aware of the importance of the initiative and make them ready to accept/adapt to the
change. UPDESCO proposed to conduct seminars for organizing this program.
Basic IT Skills
This program is mainly intended to provide the required basic knowledge of computers, its usage and the required
operational procedures to effectively use the computers in day-to-day operations.
Role based Application Training

The objective of this program is to provide the operational knowledge of the applications implemented for the
identified functional roles. While providing the training on the role based functionality, necessary care will be taken to
communicate the importance of the integrated environment of KESCOas a whole so that the users will appreciate the
importance of the other systems/functionalities.
Page 31 of 34
Application Administration Training

The objective of this training is to provide the day-to-day administrative operations (basic) to the identified staff of
KESCO who would eventually act as internal change agents. This training will cover the basic administrative operations
like creation of user ids, providing the required access privileges, revoking user privileges, managing
communication/messaging systems like email, SMS etc.
Train the Trainer

The objective of this program is to enable the identified KESCOstaff to conduct further training programs, helping build
up scalability in the training program and also reducing the dependency on external vendors for training. UPDESCO
will assist KESCOin assessing and selecting the internal trainers from each department / zone who can in turn conduct
the end user training. UPDESCO will consider KESCOstaff based on their IT skill levels,proficiency in language,
functional knowledge and other considerable parameters. The identified staff will be directly trained by UPDESCO
consultants. The trained KESCO staff will be responsible for training other staff of KESCOOffice.
This training will consist of three segments:
1. The first segment will be set of workshops covering effective presentation skills and coaching techniques and
discussing the benefits and structure of the trainer model.
2. The second segment will be the formal training which will consist of all modules of relevant for their role.
3. The third segment will be a teach-back session where trained trainers will present course content and receive
feedback regarding content, flow, and presentation techniques. This will also include a feedback session where
trainers can provide feedback on the training materials, flow, comprehension level, and accuracy.
Training Methodology:
UPDESCO understands the variability of the computer knowledge among the participants and time constraints of the
end-user groups at various levels considering the key role that they play in the organization. Majority of the training
would be an Instructor-Led Training (ILT) conducted by trained and qualified instructors in a classroom setting.
A course will have the following components:-
1. Course Presentation (PowerPoint)

2. Instruction Demonstration (Application training environment)
3. Hands-on Exercises ( Application training environment)
Application Simulations: Miniature version of application with dummy data providing exposure to the UI (user
interface) to a real life scenario.
 Job Aids (if required)

 Course Evaluations (Inquisition)
Page 32 of 34
Page 33 of 34
Commercial Proposal
Sl.No
Particulars Rate
.
1 System Study, Development, Customization, Rs. 14,00,000.00
Installation of Document Management System.
2 Scanning of A4 & Legal size Page Rs. 0.90 per page
3 Scanning of A3 Size Page Rs. 1.50 per page
4 Scanning of A2 Size Page Rs. 12.00 per page
5 Scanning of A0 & A1 Size Page Rs. 45.00 per page
6 Data Entry Per Word Rs. 0.35 Per Word
Note: UPVAT will be charged extra in Sl. No. 1 and Service tax with S.B. Cess will be charged extra on Sl. No. 1-6
Terms & Conditions:
1. Work Space for 20 Resources to be provided by KESCo for Scanning & Digitization work.
2. Raw Power with 100% Power back up to be made available at Scanning & Digitization location by KESCo.
3. Central IT infrastructure like Servers and Networking equipment required for DMS installation will be
proposed by UPDESCO with detailed scope, KESCo IT team to approve and sing off.
4. Post approval of KESCo IT team, central IT infrastructure will be supplied and installed at KESCo at mutually
agreed rate. Central IT infrastructure will be handed over to KESCo after completion of work.
Payment Terms:
1. Monthly Payment for Scanning & Data Entry Work.

2. 100% payment for Document Management System on customization and installation.
Page 34 of 34

KESCO DMS Proposal 1.1

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KESCO - Scanning & Digitization - Solution Proposal

KESCO Scanning & Digitization - Solution Proposal

Implementation of Document Management

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Project Experience: Expertise and experience in similar projects implementations

The solution focus is primarily on the below areas:

1. Scanning & Digitization

Following is the high level scope of work to implement the solution

3 Roles and Responsibilities

Implementation Agency - UPDESCO

This solution is prepared in the following assumptions

6 Risk Assessment & Mitigation plan

Project Execution Risks

Risk Mitigation - usage the expertise manpower

Scanning and Digitization Activities Risks

Risk 2: That the complexities of digitization will be underestimated

 what records should be digitized and why

Risk3: That costs will be underestimated

Digitization involves a range of upfront and ongoing costs:

Risk 7: That duplicates are not managed appropriately

Pre- Image /PDF DMS

Implementation Steps - Detailed

Proposed Solution - Process Steps

Process Steps with Technical Mapping

Proposed Solution - Technical Mapping

1. Scanning and Digitization

Scanning and Digitization Module

9.1.1 Scanning Tasks

Collect the old records from registery

Aggregate all the scanned Documents

9.1.1.1 Pre-Scanning activities - Manual

 Collect the old records from the department.

9.1.1.2 Scanning & Digitization

9.1.2 Scanning - SDKs/Tools

Aggregate the Image

Batch uplod of TIFF to PDF Image

9.1.3 Digitization- Open Source Tool

1. Meta data fields identification

Meta data fields Application Meta data fields

9.1.4 PDF Operations - Tools/SDKs

9.1.5 Process Steps

QA by the Indexing &

Scanned PDFs and digitized data operations

Quality Module - Open Source Tool

1. Scanned documents verification and validation

9.1.7 Scanning Progress Reports

9.1.8 Digitization Progress Reports

9.1.9 Batch Operations Progress Reports

9.1.10 dSpace DMS Porting Progress Reports

9.1.11 General Requirements

DMS Module- Open Source dSpace DMS

1. Open Source Architecture

3. Free of Cost - Zero licensing Cost

4. Out-of-the-box: DSpace is easy-to-install and get up and running quickly.

15. Languages: DSpace is available in over twenty languages

9.1.14 Functional Process Flow

Meta data Document

dSpace Customization and Integration

9.1.15 Sample Screen shots

S.No Component Software/Hardware Description

10 Project Execution Plan

1. Requirements review & finalization

Application Execution Component

Perform Test Run