File Room to Digital Library

AflexArchive is designed and built based on Service Oriented Architecture (SOA), an industry leading architectural pattern, using a carefully chosen technology stack.

1. AflexArchive Software License (globally available): Do you already have your documents scanned or have an in house team who can perform this? Then you can acquire just the AflexArchive software instead of the full solution package. We will provide all necessary support for  implementation.

2. AflexArchive End-to-End Solution (available in certain regions): If you are looking for a team of experts who would implement the software and perform end-to-end conversion process, this full solution package would be the best value proposition for you. AflexArchive software license is included in this package.

AflexArchive is an end to end solution that covers the entire gamut of archiving process, right from the initial assessment, implementation of software, scanning of historical documents and establishment of ongoing archival process.

We will assist you in every stage of document archival process with utmost care and confidentiality.

  • Initial Assessment: Technical team and Project manager will visit the client location to elicit detailed information about the characteristics and volume of paper documents exist within the company. The team will also study the existing systems and processes of the company that may have an impact on AflexArchive implementation and ongoing paper archival.

  • File Room Study: Information related to classifications of documents, quality and life of documents and count of the respective categories will be gathered to ascertain the time period required for the conversion activity and to choose the necessary hardware to handle the load and quality.

  • Proposal Preparation And Approval: Based on the initial assessment and file room study, a proposal will be provided with detailed information on project timelines, deliverables, training schedule, support and financial investment. The proposal will be shared with the stakeholders at the site and upon sign off the solution will be customized for the client.

  • Establishment Of Archival Process: Establishment of archival process in your organization not only saves your effort, time and money but also provides you with alternate process options to choose from that suit your work environment after going through your existing manual process, procedures and regulations.

  • Hardware Procurement: Based on the file room study report, the technical team will suggest appropriate hardware configuration that is necessary for AflexArchive to function. We will assist you in the process of procuring the hardware that suits your need and budget.

  • Installation And Configuration: Our technical experts will install and configure AflexArchive. Initially the solution will be configured to handle large volume of image scanning and storage, and later reconfigured for handling quick document access and ongoing archival.

  • Training Of Users: Training will be provided to one user of each department and the trainers will detail the functionality of every module of the product along with the links between modules. Upon fulfillment of the training the concerned department heads has to formally sign off the process.

  • Scanning Of Documents: All the existing documents are scanned and mapped to the related identifiers. Each image will be verified by the QA team for the image quality, correctness of mapping and grouping.

  • Go Live: Once the QA team approves the completion of the archiving of existing documents, a date for ‘go live’ will be fixed with approval from the client management to formally start using the archiving solution for the day to day archiving activities.

  • Ongoing Document Archival: Once the system goes live and the initial conversion is done, NITS offers its clients 2 models of engagement based on the frequency and the volume of documents that are getting archived.
You may choose to perform ongoing scanning in house by your team or a third party, or in certain regions you can engage NITS for ongoing archival of documents.
  • Regular scanning: We will setup the environment in the client location in such a way that documents are scanned and archived every day. This model will be well suited when the frequency and volume of documents needs to be scanned is high.

  • Periodic scanning: We will visit the client periodically say once in a month and do the archiving process of the documents that are accumulated over a period of time. This model will be well suited when the frequency and volume of documents are less and is not used frequently.