Mysuru, Oct. 18 (MK&KS)- The Mysuru City Corporation (MCC) has resumed the work to digitise various records and documents, which had been temporarily halted due to Dasara festivities.

A dedicated team, headed by MCC Deputy Commissioner (Administration) M. Dasegowda, had been engaged in the project for about two months before pausing operations during Dasara. The digitisation process has now recommenced in full swing.

The project covers five categories of records. The first category, Permanent Documents, includes orders, cash books, immovable property records, annual reports, minutes of meetings and similar files.

The second category comprises 30-year-old records, such as tax collection and registration files, security deposits and advance payments. The third category consists of 10-year-old records, including scheduled rates and mutation records.

The fourth category includes payment receipts, stamp accounts, service books, pension records and related documents. The fifth category covers administrative records, such as attendance and leave registers.

Scope of work

The scope of work involves surveying and categorising all available records, including files, registers, maps and plans, followed by scanning and indexing using high-resolution scanners.

Metadata such as date, subject, file number and department is being entered for each record and digital copies are stored on secure servers or cloud-based systems. The process also includes integration with existing Document Management Systems (DMS/e-Office) & training MCC staff to access and maintain the digital archives efficiently.

Benefits

Once completed, the digitisation will offer multiple benefits. Records can be accessed and retrieved instantly using keywords, saving the time otherwise spent on locating physical files or registers.

It will significantly reduce the need for large physical storage spaces, as digital archives occupy minimal space on servers or cloud storage. Workflow automation will improve efficiency and productivity, while access controls through passwords and permissions, along with backup copies, will enhance security and protect against fire, flood, theft or tampering. The project will also reduce costs associated with paper, printing, courier services and physical storage, offering long-term operational savings despite the initial set up cost. Instant access to accurate and up-to-date records will support faster decision-making and enable data analytics and report generation.

The MCC Council has approved a total of Rs. 90 lakh for digitisation process, which has been awarded to Himagiri Systems Pvt. Ltd.

The agreement amount is Rs. 83,70,800 and a total of 4,85,650 A3/A3+ sheets, 11,70,000 A4/A4+ sheets and 10,500 A2/A2+ sheets are to be scanned.