How do you recover a physical document once it’s destroyed?
For many organizations depending on physical documents, this question may be a huge problem. Documents may make or break your organization as they are the foundation of your company. Without a backup, business owners may ultimately lose their business.
So imagine just how many businesses were affected during natural disasters such as Hurricane Katrina, Japanese tsunami, Typhoon Ketsana in the Philippines, and the 2004 Indian Ocean earthquake and tsunami. The 2004 Indian Ocean earthquake and tsunami, in particular, heavily damaged Indonesia, Sri Lanka, India, Thailand, Maldives, and Somalia.
One of the biggest government agency in Sri Lanka, the Registrar Generals Department, was one of the many organizations that was affected by the tsunami. Millions of important documents related to civil registry were destroyed. Coming from the destruction, the Sri Lankan government had to re-register civilians whose documents were destroyed and spent millions because of the absence of proper disaster management and recovery procedures.
Also, destruction of documents is not limited to typhoons, earthquakes and tsunamis. Accidents caused by faulty water system or electricity can happen at anytime – imagine a water leakage from a damaged air conditioner or a water pipe and even a fire ignited by defective electrical installation.
How could have this been prevented?
Luckily, in today’s modern workplace, several systems allow you to let go of the dependence on paper documents and instead depend on digital documents and applications. Plus, when disaster strikes, you are sure that the digital copies of your documents are safe in a server somewhere that is not in your region. Our document imaging system, Enadoc, in particular, has helped the Registrar Generals Department in Colombo, Sri Lanka acquire a system to prevent future similar incidents from happening.
Our document imaging system, Enadoc, was tasked to help the government agency to convert the remaining documents into digital copies and implement a workflow to support the certificate issuance process of 13 Divisional Secretariat offices.
Seven million copies of active birth, marriage, and death certificates were converted to digital copies using industry-standard document capture setup according to international standards and quality levels. 50,000 certificates were scanned per day and tasks such as image quality control, indexing, validation, and release to live data repositories were also accomplished.
Document indexes were then created for each certificate for the documents to be easily located. The documents were organized according to name, date of effectivity, serial number, District/Divisional Secretariat Office Name, and other details such as scan date and machine numbers, among others.
Today, the civil registry is now able to issue certificates within three minutes from any Divisional Secretariat Office in Colombo. Citizens are saving their time, and staff are able to serve more clients, with the easy search and retrieval of documents through browser-based applications. They can also approve, reject, or return application requests through the devised electronic workflow.
Save your physical documents on the cloud before it’s too late. Click the button below so we can help your documents protected and preserved in the times of calamities: