Scribd
Upload
148 views6 pages

Electronic Archiving System Report

The document proposes establishing an electronic archiving system for an organization to digitize paper documents and reports. It would convert existing materials like circulars and policies into digital formats for storage and online access. The system is expected to preserve documents, ease retrieval, integrate with other systems, and provide audit trails. It would cost $82,350,000 to develop using Microsoft SQL Server and involve licensing, development, training, and purchasing scanners over several months. The system would improve productivity, research, and disaster recovery.

Uploaded by

Gabriel Inya-Agha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
148 views6 pages

Electronic Archiving System Report

The document proposes establishing an electronic archiving system for an organization to digitize paper documents and reports. It would convert existing materials like circulars and policies into digital formats for storage and online access. The system is expected to preserve documents, ease retrieval, integrate with other systems, and provide audit trails. It would cost $82,350,000 to develop using Microsoft SQL Server and involve licensing, development, training, and purchasing scanners over several months. The system would improve productivity, research, and disaster recovery.

Uploaded by

Gabriel Inya-Agha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 6

ESTABLISHMENT OF AN ELECTRONIC

ARCHIVING SYSTEM

NSIWC

MANAGEMENT INFORMATION
DEPARTMENT

JULY, 2014
Introduction

An Electronic Archiving System is a variant of Enterprise Content Management


solution. In a clear term, the latter is a branch of the larger Electronic Document
Management System, which is a digitalised means (in metadata) of organising,
capturing, preserving, retrieving and storing documents, and other contents like
graphical outlays, photographs, drawings, etc., that relate to the inner processes
or workloads of an agency. The term, Electronic Content Management,
encompasses strategies, methods and tools used to achieve the afore-mentioned
throughout the lifecycle of the contents (inclusive of the converted documents).

It is a fact that documents are a flow of incoming and outgoing information within
an organisation which sometimes relate to the data (unprocessed information)
exchanged between the organisation and third parties. Without much ado, the
importance of documents in the well-being of the Commission cannot be over-
emphasised.

The conceptualisation of an Electronic Archiving System for the Commission is


borne out of the need to maintain and improve the lifespan of generated
documents, circulars and reports for future references and usage. The
Commission, by virtue of her mandate, is the sole custodian of institutional
memory on salary administration in the country which, in itself, has necessitated
the preservation of various documents ranging from circulars, reports of different
committees of government and other policy materials. The approach will lead to
the conversion of these paper-based materials to their digital format for proper
storage in the computer server and made accessible online from any location.

1|Page Electronic Archiving System


Expected Deliverables

The following are the likely benefits derivable from the Electronic Archiving
System project to the Commission:

a) Preservation of existing circulars, reports and policy materials from aging, loss
and distortions;
b) Ease of referencing and retrieval for further research to make case for
arguments during negotiations between government and the organised labour
unions;
c) Maintenance of different versions of generated reports or circulars on salary
scales to curb infringements by different MDAs;
d) Elimination of encumbrances associated with movement of paper-based
materials from one location to another;
e) Seamless integration to other back-end solutions like electronic mails,
newsletters, announcements, bulletins, newspapers, etc.;
f) Provision of audit trails for every single document to aid tracking and usability;
g) Improves productivity and performance of officers as it provides information
on-demand under a multi-level secured environment;
h) Assists in maintaining a unified working environment whereby authorised
officers can access different versions of documents for report generations;
i) Encourages electronic storage of other professional reports from the three
operation departments of the Commission;
j) Encourages electronic storage of financial documents like vouchers, invoices,
receipts, waybills, delivery notes, etc.;
k) Provides instant alternatives in the advent of fire outbreak or flood;
l) Serves as an on-the-spot secured reference to research associates in our
tertiary institutions and other public stakeholders.

2|Page Electronic Archiving System


Methodology

The project is expected to cover detailed information about individual document


as they are indexed according to pre-determined classes for ease of reference.
These classes will have the semblance of the conventional paper-files containing
paper documents.

At the inception of the project, documents/reports housed in the following offices


will be converted to digital format:

a) Chairman’s Office,
b) Secretary to the Commission’s Office,
c) Office of the Director, Compensation Department,

The second phase will involve the conversions of documents from the rest of the
departments and units viz.:

a) Office of the Director, Prices, Productivity and Income Department,


b) Office of the Director, Management Information Department,
c) Office of the Director, Administration Department,
d) Office of the Ag. Director, Evaluation and Grading Department,
e) Office of the Ag. Director, Finance and Accounts Department,
f) Office of the Head, Press and Protocol Unit,
g) Office of the Head, Internal Audit Unit,
h) Office of the Head, Legal Unit.

3|Page Electronic Archiving System


Technology

The department is recommending the deployment of Microsoft SQL Server 2012


Platform for the project.

Major corporate information technology experts attest to the availability and


affordability of Microsoft software despite appreciable licensing cost increases of
other platforms like IBM and Oracle. Microsoft has in its offerings wide arrays of
dependable software development solutions which make crossover, upgrade,
update and deployment of applications a less daunting task for the organisational
support teams.

Another baseline factor for the choice of Microsoft SQL Server 2012 platform
notwithstanding the huge admiration enjoyed by Oracle RDBMS, IBM and Sybase
across the globe, is its licensing policy which is not in any way hampered by
bureaucracies like others. Accessibility to major after-sales updates is a major key
indicator in achieving a successful deployment of most proprietary software
applications.

In addition, the Commission must consider, as a matter of utmost importance, the


acquisition of, at least one (1) unit of high-capacity scanner with a minimum of 50
pages per minute, a resolution of not less than 600x600 dpi Hardware and 600 dpi
Optical, automatic document feed (ADF) feature and paper size of not less than
8.5” x 34”. This high-capacity scanner can further serve the Commission in other
areas like Library Digitisation etc.

The project will also require a minimum of nine (9) mid-range scanners, stationed
at all the strategic locations where documents will be converted to their digital
formats.

4|Page Electronic Archiving System


Cost Estimates of the Project
The cost indices for the project are expected to cover, among other exigencies,
the following:

1) Licensing of Microsoft SQL Server RDBMS and other


software tools
2) Software Development using external consultants N36.65m
3) Capacity Building
i) For officers of the user departments/units N14.0m
ii) For officers of the technical staff members N16.0m
4) Provision of one (2) units of ADF-enabled, page-feed
Scanner @ N400,000 each
5) Provision of one (1) unit of High-capacity Scanner

The cost estimate of the project comes to Eighty Two million, Three Hundred and
Fifty Thousand naira (N82,350,000.00) for the Electronic Archiving System.

Project Schedules
The timelines for the project, from commencement to conclusion are as outlined
below:

a) Software Development: Coding, debugging, testing and


implementation
b) Installation of the concluded application along with updating of
the server and attaching the scanners to different strategic
locations across the Commission
c) Data capturing: Scanning, tagging and uploading
d) Building capacity for the support team
e) Building capacity for the user departments

5|Page Electronic Archiving System

You might also like