Sie sind auf Seite 1von 42

Paperless Office: Pulp Fiction or

Reality ?

A Road Map for Coal


India Headquarters
P.P.Sengupta
2 P.P.Sengupta
3 P.P.Sengupta
Topics of Discussion

 Industry Scenario :use of paper


 Paperless or less paper ?
 Coal India : “As is” case
 Technology scenario scan
 A proposed Road Map

4 P.P.Sengupta
International Scenario
 The number of pages consumed in U.S. offices is
going up at a rate of 20% per year.
 50% of information is still retained on paper,though
more than 80% of the documents are already in a
computer. (CAP Venture Group).
 Organizations now maintain 35 times more data than in
1999. (Gartner, 2007).
 The U.S. annually spends $25-35B filing, storing and
retrieving paper.(IDC 2006).
 An average office worker uses 10,000 pages of copy
papers every year.
5 P.P.Sengupta
International Scenario
– Companies spend:
 $20 in labor to file a document
 $120 in labor to find a misfiled document
 $220 in labor to reproduce a lost document
 $2,160 per year to maintain a four-drawer filing cabinet
– Every year companies produce 4.5 trillion pages of paper
documents
– Over 42 billion pages were faxed last year alone
Source :Gartner 2007

6 P.P.Sengupta
Saving Paper Saves Scarce
Resources
 Each ton of paper saved, saves.
– 17 Trees.
– 240 litters of crude oil.
– 4210 KWH of electricity.
– 26,500 litters of water.
– 3 meter cube of space.
 Every year,an average mid-sized Indian
company transacts with papers that need 1.5
to 2 million trees.

7 P.P.Sengupta
Some Industry Scenario in India

– 99.5% of our documents are in paper.


– 60% of our desk-time is spent in attending to papers.
– An average document gets copied 19 times.
– 85% of the paper documents are never referred to again.
– We spend 5–15% of our time reading information from paper
sources , but 30-50% looking for them.
– 15% of documents are misfiled, another 15% are lost.
– 30% of documents contain obsolete information.
Source : NPC, 2004.

8 P.P.Sengupta
Why We Are Fond of Paper?
 The importance of Touch – We are used to
touch,fold, tuck away, crumple and throw away paper.
 Permanence – Unlike a digital file, paper cannot be
imperceptibly altered.
 Portability – Easily folded and taken with us. No need
for computers or power.
 Mark-up – Easy to make notes, highlight,or sign with
pen.
 Comfort – An original ink signed copy gives us “Just in
case” comfort.

9 P.P.Sengupta
Wrong Sides of Paper
 Takes up considerable physical storage space.
 Requires extensive effort to organize,file and
retrieve, and dispose.
 Can be lost, misfiled or damaged.
 Can only be used by one person at a time, without
making costly copies.
 Is expensive to create or copy , requiring printers and
photocopies.
 Exposed to fire,flood, termite, dust, crumbling or
ageing damage.
 Difficult to store under total secured assurance.
10 P.P.Sengupta
Why Paperless Office ?
 Speedier decision making due to availability of
“right document at right time at right cost”.
 Lowering of cost of physical storage of files and
documents.
 Improved visibility , lesser waste of time in
retrieving documents.
 Lower risk of loss, wastage, deterioration ,disaster,
and security associated with paper based records.
 More environment friendly office.

11 P.P.Sengupta
Can We Really Get Paperless ?
 Paperless office prediction was initially made in
an article at Business Week in 1975, during
the introduction of the personal computer.
 Still none has achieved the status of a really
“paperless office”, not in India, not even
anywhere in the world.What has been
achieved is “Less paper” office.
 But , today technology has reached a point
where the paperless office is within reach.

12 P.P.Sengupta
The Types of Documents

 Documents created outside the company


(Incoming)
 Documents created within the company for
destinations (a) within the company, (b)
outside the company (Outgoing )

13 P.P.Sengupta
Anatomy of Incoming Documents
Approx Volumes /Month
Types Govt. Subsidiary Employe Vendors/ Consume Others
cos. es Contractr

Letters 50 100 200 1500 1500 200

Circulars 10 10 NA NA NA NA

Forms NA 50 100 50 100 100

Reports/ 10 20 NA NA NA 10
Publctns
Notesheets NA 20 NA NA NA NA

Notices 50 NA NA NA NA 10

14 P.P.Sengupta
Anatomy of Outgoing Documents
Category Originating Target Copies Approx
sources destination to Nos/ month
others
Letters Departments Single/Multiple Yes/No 2000
Circulars Departments Multiple Yes/No 50
O/O/Memos Departments Multiple Yes/No 100
Forms Individuals Single/Multiple Yes/No 1000
Reports Departments Single Yes/No 20
Note-sheets Departments Single No 1000
Contracts/ Departments Single/Multiple Yes/No 200
DOs
15 P.P.Sengupta
Technologies for Paperless Office

 Electronic document management,


 Digital signatures
 Work-flow
 Electronic data interchange (EDI)

16 P.P.Sengupta
Electronic Document Management
System

A computer-based technique for


storing and retrieving documents
held in a wide variety of formats or in
a number of geographic locations.

17 P.P.Sengupta
Steps in Document Management

1. Document Capture
2. Document process
3. Document security
4. Document archival
5. Document integration with database
6. Document tracking and retrieval
7. Document viewing , editing , printing
8. Record management

18 P.P.Sengupta
Features of Electronic Document
Management System
 Captures paper documents by scanning.
 OCR software converts these scanned images into
editable digital formats.
 Indexes the documents in a searchable database.
 Organises the documents , according to key words and
metadata and put in a Folder structure that is similar to
the Folder / Taxonomy / filing Rules that we follow at
CIL.

19 P.P.Sengupta
Features of Electronic Document
Management System
 Organises and stores the documents in an encrypted
form in a secured server.
 Retrieves the documents, whenever required by using
powerful context based search engines.
 View, modify, edit, copy , print according to defined
access control (users id and password) in an managed
environment .
 Log and Audit trail of all uses.
 Takes back-up, archives and arranges disaster
recovery.

20 P.P.Sengupta
Hardware
 Scanner
– Automatic Sheet Feeding
– Duplex
– Speed
 Secured High capacity storage
– Remote encrypted storage
– On line secured storage
 Shredder

21 P.P.Sengupta
Benefits of Electronic Document
Management System
– Documents instantaneously searchable and accessible
like our E-mails.
– Dependency on office staff shall reduce for the need
of a physical File to arrive before the work begins.
– Needless photocopying can be eliminated.
– We always refer to the latest version / revision /
modification of the document and not the old one by
mistake.
– No need for keeping and maintaining Almirahs and
record Rooms.

22 P.P.Sengupta
Digital Signatures
 A paper document consists of four components
– the carrier ( the sheet of paper)
– text and pictures ( the physical representation of information)
– information about the originator
– measures to verify the authenticity (written signature)
 All the four components are physically connected
– So, paper is the document
 There is only one original
– can be reproduced in innumerable copies

23 P.P.Sengupta
Digital Signatures

 Signatures
– Supposed to be unique, difficult to be reproduced, not
changeable and not reusable
– Its main functions
 identification
 declaration
 proof

– The signature is used to identify a person and to associate the


person with the content of that document
 always related to a physical person

24 P.P.Sengupta
Digital Signatures

Signature (contd).
 In all legal systems.
– Absence of a prescription of an exclusive modality of signing
e.g. Full name, initials, nickname, real or any symbol.
– Token of will and responsibility.
 From a legal point of view, nothing against the
introduction of new types or technologies of signature.
 Digital Signature is the new technology.

25 P.P.Sengupta
Digital Signatures
 Electronic document produced by a computer. Stored
in digital form, and cannot be perceived without using a
computer
– It can be deleted, modified and rewritten without leaving a
mark
– Integrity of an electronic document is “genetically” impossible
to verify
– A copy is indistinguishable from the original
– It can’t be sealed in the traditional way, where the author
affixes his signature

26 P.P.Sengupta
Digital Signatures
 The functions of identification, declaration, proof of
electronic documents carried out using a digital
signature based on cryptography.
 Digital signatures created and verified using
cryptography.
 Public key System based on Asymmetric keys.
– An algorithm generates two different and related keys.
 Public key.
 Private Key.
– Private key used to digitally sign.
– Public key used to verify.

27 P.P.Sengupta
Attributes of a Sealed Letter
 Authentication – from a identified source (letterhead
of writer).
 Confidentiality- protected from others ( Sealed cover).
 Data Integrity- not modified in transit (written content ).
 Non-Repudiation (Ink signature).
 As per IT Act 2000, a digitally encrypted document
with digital signature of sender is as good as a
signed paper document as it provides for all the
above four.

28 P.P.Sengupta
Work Flow Technology

 Oneof the obstacle in the


paper-processing world is waiting for a
supporting document to arrive.
– For example, an application for advance
may be received, but a medical or
outstanding claims report must be ordered
and received before the application can be
considered.

29 P.P.Sengupta
Work Flow Technology

 Workflow technology is the automation of


a business process, during which documents
are passed from one state to another for
action, according to a set of rules defined by
your workflow scheme.

30 P.P.Sengupta
Benefits of Work Flow Technology
 Operational staff can process more
transactions
 More informed decisions can be made more
quickly
 Security is increased because only authorized
personnel are able to view work in process
 Errors are reduced due to less manual
searching and more controls on data input

31 P.P.Sengupta
Electronic Data Interchange (EDI)

 EDI is the computer-to-computer exchange of


business documents.
 Data accuracy – No manual re-keying of data.
 Faster processing times, easy to implement
and easy to maintain.
 All transactions are acknowledged.
 No need to mail or fax.

32 P.P.Sengupta
What Others Are Doing :GOI
E-trade Initiatives
 Customs (35 locations)  Export promotion
 DGFT (39 locations) councils (12 locations)
 Port trust (12 locations)  DG commercial
 Airports( 7 locations) intelligence (all )
 Concor (38 locations)  Inland container depots
 Banks (160 locations) ( 50 locations)
 RBI
 Apparel export (24
locations)

33 P.P.Sengupta
What Others Are Doing ?

 LifeInsurance Corporation (South Zone) to be


a paperless office in the next two years. It has
3.5 crore policies which is about one sixth of
the entire policies handled by the Corporation.

34 P.P.Sengupta
A Roadmap for “Paperless Office”
 Phased implementation
– A file tracking system
– A file management system
– Digital signatures to all
– An electronic document management system
– Work flow technology
– EDI with trading partners
 Pilot projects
 At every stage, roll out after successful pilot

35 P.P.Sengupta
Key to Success
 Top management support
 Involve all users in planning
 Written standards, policies & procedures
 End-user training
 Change management
 Hand holding
 BOOT model for hardware
 ASP model for software

36 P.P.Sengupta
Key to Success

 Define requirements clearly


 Form Task Force
 Identify Champions
 Place Technology Committee
 Empower Project Manager

37 P.P.Sengupta
Paperless Culture

 Create right mind set


 Coping with cultural change
 Retention policy
 Conversion of legacy documents
 Cut-off date
 Implementation & training

38 P.P.Sengupta
A Final Thought !

 It’s not hardware or software, it’s people ware.


– 20% of the solution is the technology . 80% is the
process and people.

39 P.P.Sengupta
40 P.P.Sengupta
Summing Up
 Paperless office is a journey, not a destination.
 A phased implementation plan is
recommended.
 A cultural change is essential, all of us need to
agree to reduce paper and then eliminate it.
 ASP model is best suited for us.
 There may be obstacles , but we shall
overcome.

41 P.P.Sengupta
Thank You !

Questions?
Comments ?