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Digital Record Room Project

Digital Record Room

  • The Directorate General of Shipping (DGS) is responsible for managing an extensive collection of records critical to maritime governance. To enhance operational efficiency, ensure secure access, and comply with regulatory requirements, the establishment of a Digital Record Room (DRR) is essential. This initiative aims to digitize and systematically manage physical records while providing a structured and secure document storage facility. By implementing robust digitization processes, access control mechanisms, and disaster recovery measures, the DRR will significantly improve records management, retrieval, and security.
  • The scope of the Digital Record Room includes the digitization of existing records, ensuring their proper indexing and classification for seamless retrieval. Additionally, the system will be integrated with existing IT infrastructure within the DGS to support smooth workflows. Role-based access controls and encryption will be implemented to protect sensitive data from unauthorized access. The system will also feature an advanced search and retrieval mechanism, allowing quick and efficient access to records. Moreover, automated backups and disaster recovery protocols will be in place to ensure data integrity and availability.
  • To implement the Digital Record Room, an initial requirement assessment will be conducted to determine the volume, condition, and classification of records. The records will be categorized into three groups: Category A (permanently preserved and microfilmed), Category B (permanently preserved but not microfilmed), and Category C (retained for a defined period). Confidentiality levels will also be assigned based on content sensitivity, with classifications of Highly Confidential, Confidential, or Public. This assessment will help prioritize records for digitization, with a focus on those that are frequently accessed or at risk of deterioration.
  • The digitization process will follow a structured approach. Records will be prepared for scanning by organizing, cataloging, and indexing them. High-resolution scanning equipment will be used to convert physical documents into digital formats such as TIFF, PDF, and JPEG, ensuring optimal readability. Optical Character Recognition (OCR) technology will be applied to make documents text-searchable. A rigorous quality control process will be in place to verify that scanned images are legible, correctly formatted, and free of errors. Any records that require repair before digitization will be restored following established preservation techniques.
  • A secure and well-equipped document storage facility will be established to house the Digital Record Room. The facility will be constructed following IS 456-2000 for structural safety and IS 1893-2002 for earthquake resistance. The load-bearing capacity of the building will be assessed and certified by a chartered engineering firm to ensure its suitability for document storage. Fire-resistant construction materials, including 4-hour fire-rated AAC (Autoclaved Aerated Concrete) blocks, will be used to enhance safety. Additionally, the facility will be supported by a dedicated power supply and a heavy-duty generator backup to ensure uninterrupted operations.
  • To ensure fire safety, the facility will be equipped with fire-rated emergency doors, a fire hydrant system, and a fire suppression system. The hydrant system will include dedicated pumps for hydrants and sprinklers, with a 3,00,000-liter water tank for emergency use. FM200 (HFC 227ea) gas-based fire suppression will be installed in Category A and Media Vaults, while water sprinklers will be used for Category B vaults. Environmental conditions within the media storage vault will be continuously monitored using a 24-hour centralized monitoring system that tracks humidity, temperature, and moisture levels. The facility will also be equipped with ABC+BC type fire extinguishers, smoke detectors, and armored electrical wiring for enhanced safety. Quarterly fire evacuation drills will be conducted to ensure emergency preparedness.
  • A comprehensive surveillance system will be implemented to safeguard records from unauthorized access and potential security breaches. The facility will have 24-hour security personnel, with two guards on duty at night. Access will be restricted through a single entry and exit point, and an access control system with biometric authentication will be deployed. Category A and Media Vaults will be secured using dual authentication access mechanisms. Additionally, intrusion alarms and motion detectors will be installed at all emergency doors, connected to a Central Monitoring System (CMS) for real-time alerts. IP-based CCTV cameras will provide round-the-clock surveillance, with recorded footage stored for a minimum of 60 days on a Network Video Recorder (NVR).
  • The document pickup and logistics process will be structured to ensure the smooth transition of physical records to the Digital Record Room. The service provider will collect physical records from DGS locations within three business days of request. Each record will be barcoded and labeled before being transported. The data entry team will input all record details into the system, ensuring proper indexing for retrieval. The logistics team will then transport the labeled documents to the storage facility, where they will be assigned rack locations in the system.
  • In conclusion, the Digital Record Room is a transformative initiative aimed at modernizing document management at the Directorate General of Shipping. By implementing secure digitization processes, structured indexing, and comprehensive storage and security measures, the DRR will enhance record accessibility, security, and regulatory compliance. This project will not only improve operational efficiency but also establish a robust, future-ready digital repository that ensures maritime records are securely preserved and easily retrievable for years to come.

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