Digigovern
Document Scanning

Digigovern delivers high-performance scanning solutions designed to simplify your digital transformation. Through our global partner network, we offer reliable, high-quality hardware that fits perfectly into any office workflow. Supported by comprehensive warranties and a team committed to your success, we make digitization seamless and secure.

Industries We Serve

Tailored solutions for specialized sectors.

Document Processing

Digigovern Scanners
Are Compatible with Leading Systems

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1. Survey, Classification & Compliance

Before processing, records are categorized to determine their lifecycle and security requirements.

Retention Categorization

  • Category A: Permanent records (Historical/National importance).
  • Category B: Long-term records (Legal/Audit precedents).
  • Category C: Short-term records (Administrative utility).

Lifecycle Status

  • Current: Active files; retained in the "Working Section."
  • Semi-Current: Intermediate activity; transferred to the Departmental Record Room (DRR).
  • Non-Current: End of active life; slated for archiving or disposal.

DPDP Compliance: Identify and flag Personally Identifiable Information (PII) to ensure data privacy and specialized access controls.

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2. Inventory & Chain of Custody

Ensures every physical file is accounted for before it enters the digitization pipeline.

  • Branding & Barcoding : Application of physical barcodes using archive-grade (acid-free) adhesive to prevent document degradation.
  • Metadata Pre-Logging : Manual and digital entry into a tracking register to maintain a strictly auditable Chain of Custody.
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3. Conservation-Led Preparation

Preservation is prioritized over speed.

  • Physical Preparation : Careful removal of staples/pins, flattening of folds, and repairing tears using archival tape.
  • Insertion : Addition of file cover sheets and separator sheets to maintain logical file boundaries during high-speed scanning.
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4. Technical Image Capture

Equipment

Standard Production Scanners for modern/durable files.

Fragile/Antique

Overhead/Cradle Scanners (Face-up technology) to prevent damage to bindings or brittle paper.

Capture Specs

Colour or grayscale capture at high

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5. Quality Control (QC)

  • Integrity Check : 100% manual review of digital images against the physical paper to ensure no pages were skipped, blurred, or skewed.
  • Re-scanning: Immediate feedback loop for any images failing clarity or orientation standards.
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6. Intelligent Processing & Localization

  • Recognition Engine : Deployment of OCR (Printed) and HWR (Handwritten).
  • Requirement : Minimum 50% accuracy for HWR notes.
  • Language Support : Full Unicode support for Hindi and other official Indian languages.
  • Authenticity : Permanent digital watermarking of the source department’s name on every page.
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7. Secure Output & Encryption

Format: PDF/A (Archival Grade)
  • Security : * 256-bit AES Encryption for data at rest.
  • Digital Signatures : To ensure non-repudiation and prevent tampering.
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8. Digital Storage & Final Disposition

  • E-Repository : Upload to a secure Document Management System (DMS) or Digital Locker.
  • Physical Return : * Category A files are returned to the department or the National/State Archives.

What is a
Document Scanner?

A device or software that converts physical documents into digital formats. Perfect for digitizing paperwork, archiving, or creating editable files via OCR technology.

Flatbed Scanners

The industry standard. Features a glass surface for high-precision conversion of static documents into digital files.

Sheet-fed Scanners

Engineered for speed. Automatically pulls multiple pages through for rapid high-volume digitization.

Portable Scanners

Handheld and agile. Designed for professionals who need to capture data on the move.

Mobile Scanning

The camera in your pocket. Uses smartphone lenses to capture and convert documents instantly.

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