DMS in IIM-Lucknow

               Information & Clipping Management – IIM Lucknow

Overview

Situated at the outskirts of the historic and culturally rich city of Lucknow, the Indian Institute of Management (IIML) was established in 1984, by the Government of India, as a national level school of excellence in management science. IIML is also entering into collaborative arrangements with leading business schools and research centers in India, Europe, Canada, South and Southeast Asia. The Institute has state-of-the-art computing and classroom facilities, supported by an extensive library of books, journals and databases. This spacious 30,000 square foot two storied library of IIM Lucknow characterizes what the institute stands for - accessibility, vision and excellence.

The Process

With all the amount of information that the institute has, they needed an instant access facility by which they can disseminate all these information after scanning and archiving them for their students. A total collection of 27, 465 Books; 487 (321 foreign) Currently subscribed to Journals & Periodicals; 9,417 Bound Volumes; 75 Newspapers & Magazines; a unique 12,000 Microform collection of complete back-files of core management periodicals; 3000 Corporate &  Complimentary Documents; 16 CD-ROM Data Bases. The Institute was having problems to deliver the right information whenever a student required. Searching for the information from volumes of paper documents was a tedious and time-consuming job. Some old documents need to be handled carefully and might lead to wear and tear.

The Solution

Newgen suggested a 100 user OmniDocs the complete Document Management System for Archiving, Retrieval and Clipping Management of various sources of information. The process of scanning and filing these clippings was being done manually wherein each newspaper/journal and other sources of information were thoroughly searched for relevant clips and then filed away in the concerned files or issued to the students. Also the above-mentioned documents and various other information needed to be archived for reference purposes.

Benefits

OmniDocs helped them to Archive and easily retrieve the information stored in the central system and access it whenever necessary. The information that was time consuming to access now was just a mouse click away.
Helped them in mass storage of journals and clippings after compressing their images, hence, saving a lot of space used by stack-halls and eliminating the cost of the maintenance.
With multi-user facility sitting at their respective terminals, the user could search, copy, and print.
Providing a number of such parameters, which once specified at cataloguing time, would make the access to the clipping much faster and more specific.
Now the time taken to access one clipping was maximum 20secs.