MSL to launch software for document management

Documentation is an integral component in any organisation or entity. However, maintaining hard copies of the relevant information can be difficult when it comes to indexing, organising and retrieval. 

Furthermore, the recent ‘Right to Information’ Act states that all documents i.e. documents pertaining to accounts, correspondence, performance evaluation, tenders, inventory, cash receipts, etc. must be maintained for a period of over 10 years and the Government proposes to appoint 8,000 Information Officers for 4,000 Government institutions. The Legislation refers to preservation of records in electronic format.

While there is software that assists with document maintenance available in the market mainly developed overseas, Management Systems Ltd. (MSL) has designed a local software product to facilitate Document Management recognising the need to provide a cost effective solution with local support.

Unlike its overseas developed counterparts, which are for the most part to be downloaded and installed by the user, MSL intends to provide support to the customer by facilitating, setting up the application, operating it and indexing the documents properly and where necessary provide man power support to convert the backlog. Hence, the product can be accessible not only to technology-savvy professional entities, but to the Government and SME sector as well.

The software allows the user to scan and properly index the documents, be they an image, a recording, a document etc. It also allows more than one individual to access information and review simultaneously. The company is planning to launch the product to the market within the year. The system has been web enabled, so that users can access the information at any given time or place.

MSL Chairman Asite Talwatte stated that the product offers competitive pricing and that in addition to its availability locally, customers would also get the benefit of after sales assistance for installation and training of staff. Additionally, he stated that the data would be stored within servers that are set up within the country, which ensures that if any legal issues arise, the information could be retrieved without any difficulty. 

He explained that in India, legislation has been brought in that companies are required to maintain data relating to India in Servers located in India to overcome cross-border legal constraints. He also said that training of the 8,000 Information Officers could be provided cost effectively using Sri Lankan resources.

Furthermore, MSL at the request of the customer, have the capacity to store the customers’ information within its own servers, maintaining the information on behalf of the customer.

The product also offers better security for information. Regardless of whether the customer opts to store the information within his own server or within the servers of MSL, the application requires that the customer creates levels of accessibility, so that without the proper clearance, unauthorised personnel cannot access sensitive data. Moreover, the original scanned document will be protected from alterations in an un-editable format.

The web based application allows for easy access and the structured level of accessing information ensures that the information would be guarded adequately. Rather than merely introducing the product to the market and allowing for internet downloading, MSL would also be personally involved in installing the software, ensuring that the product would be successfully implemented. The company will promote the product through print and electronic media and to their client base.

MSL is no stranger to software development, and has gained considerable knowledge and experience of over 35 years through developing several products over the past years.

The development team will comprise Ajith Liyanaarachchi, Gaya Wijegunasekara, SujithThalagala, ThusharaAriyathilake and Sampath Kumara guided by the Board of Directors comprising AsiteTalwatte, James Mather, Tilak Mediwake and Chaudhri Salgado.

The latest product that is to join its portfolio, the Document Management Software is being launched to coincide with the enforcement of the Right to Information Act.