System can accommodate any type of paper or electronic document Invoices, proof of delivery, blueprints, x-rays, CAD drawings, emails, and more

Customized search engine, to retrieve records by multiple index search criteria Increase data retrieval accuracy and efficiency and decrease data retrieval time

Secure Web-based retrieval system Retrieve your records anytime, anywhere with the click of a mouse

Off-site storage of digital files Store large volumes of information in a central and secure location

High level of security and data protection Ensures that data is accessed only by authorized individuals

Scan-on-Demand services & storage facility provides access to stored paper documents on-line upon request
Scanning only what you need when you need it reduces scanning and document retrieval costs

Document imaging is the conversion of paper documents into electronic images on your computer. Once on your desktop, these documents can be retrieved effortlessly in seconds. Thousands of organizations around the world use document imaging every day instead of paper filing systems. The benefits are numerous:

1. Prevents lost records
2. Saves storage space
3. Manages records easily
4. Finds documents quickly
5. Makes images centrally available
6. Eliminates need for file cabinets

All files at client's site are grouped in batches and boxed with label before delivering to conversion center for a systematic handling and tracking . Detailed file preparation process to ensure high quality of output and smoothness of conversion process. Adoption of digitization imaging technology, both hardware and software to automate the entire conversion process to ensure quality and accuracy. Stringent procedure that comply to ISO9000:2008

1. Preparation of Documents by Customer Officer
2. File Collection
3. File Preparation (Unbind and Sort Document)
4. File Scanning
5. File QC
6. File Closing (Rebind and Sort to Original Document)
7. Data Entry / Data Indexing
8. Data Verification/ Data QC
9. Import to Online Digital Document Archival / Output to Portable Media

PRO OFFICE has developed and implemented methods to manage and guide projects through successful completion. The approach to this project is critical to the success of the implementation at customer site. To ensure the documents is scanned in a well manner we requires the following from each customer:

1. Onsite Workspace


• Customer to provide PRO OFFICE a workspace to install Machine and Workstation with Manpower. The workspace required must have electricity, air-condition and power-point socket. (Approximately 500-800 square feet)


2. Indexing Database


• This database is needed for database matching to ensure the minimize errors.
• If there were no database will be provide, PRO OFFICE will do the manual key-in for each file.


3. Documents Sorting


• All documents to be scanned must be sorted by Customer Officer according to its chapter prior to scanning. This is to ensure minimal error during scanning process especially on the chaptering part.


4. Daily Documents To be scanned


• Daily, PRO OFFICE can process volume up to 1,000 files per day.
• Output is up to 100,000 pages (depend on user requirement) per day.


5. All the process involved will be recorded and verified by customer and PRO OFFICE liason


6. Customer to provide liason. The liason will be the person in charged of providing the records as well as reporting purposes



7. PRO OFFICE will submit to Customer Officer weekly and monthly reports based on the following:


• Detail No. Of file Scanned
• Detail No. Of Pages Scanned
• Completed and Accepted files Scanned
• Data or scanned images in CD/DVD


8. PRO OFFICE Billing will be submitted on monthly basis includes the monthly report

PRO OFFICE provide flexible and responsive staffing support to cover peak workload, handling special document preparation and higly qualified specialist. We take pride in providing the best employees possible to keep our operating at peak capacity. Our total quality manpower means that we have a fully integrated staff recruitment and selection process. It includes detailed assignment briefing and fully validated testing procedures. More information on our monpower recruitment services as follows:-

1. Supervisor
• Liaison between the PRO OFFICE & Record Officer. Ensure that the digitization process will run smoothly and also ensure that work to achieve the target. Monitor the operator staff (attendance / assignments / discipline, etc.). Provide daily, weekly and monthly reports.


2. File/ Document Preparation & Closing Operators
• Collect Documents from Customer Storage Room (Fill in Collection & Return Form and get confirmation from Record Officer). Removing Staples, Binds, Tapes and blank pages. Documents will be sorted based on the category and chapter. Staples, re-binds back documents. Sort according to Chapter and Record Number. Send Documents to customer Storage Room. (Fill in Collection & Return Form and get confirmation from Record Officer)


3. File/ Document Scanning Operators
• Scan documents (Scanning based on minimum 300dpi). Check on Acceptable, Readable documents quality and delete unwanted documents (blank & duplicate) - random. Returned again to Scanning Process if does not meet the specified quality.


4. File/ Document QC Operators
• Check on Acceptable, Readable documents quality and delete unwanted documents (blank & duplicate). Returned again to Scanning Process if does not meet the specified quality. Check on Indexing Part. Returned again to Indexing Process if does not meet the specified quality


5. Data Entry/ Data Indexing Operators
• Customer to provide liason. The liason will be the person in charged of providing the records as well as reporting purposes

During the conversion process at conversion centre, we are strongly stress our staff to make sure all rules to be follow as we already practice with current project and being monitoring by cuctomer officer. Items to be complied as follows:-

• Punch card on conversion centre.


• Neat uniforms everyday.


• Staff ID tag to be wearing every time at conversion centre.


• Undertaking letter to be sign for each staff which include a few item as per customer request for example:
• Not allowed to take pictures from any documents
• Not allowed to make a photocopy for each documents
• Not allowed to bring out any document outside of conversion centre without permission.
• Not allowed to give any information to other persons.
• Not allowed to bring handphone inside the conversion centre.

iDeM is a world class software that meets ISO 15489 records management standard, as opposed to just document management. It is built locally under the MSC flagship. People who develop this iDeM have many years experience in records management - consulting, implementing records management software. It is a full fledged records management system, supporting document management as a subset feature. Additionally, a work-flow module is also part of this system, which in this case is offered as a service (SaaS). The software is now being marketed globally as a SaaS, in conjunction with other partners in the world. This best-practice software also provides very strong security features, multi-tenancy, and is integrated to MS Office and Outlook and a strong set APIs allows it to be integrated to other application. In addition to conforming to records standards like ISO 15489, it should meet the ARKIB Negara e-SPARK specifications. The designer of the software was also the project implementer/Manager for the ARKIB NEGARA AMS and ERMS project.

1. Assist in compliance with standards and legislation
2. Reduce response times for information requests
3. Eliminate redundant and duplication of paper
4. Remove paper from the records management cycle
5. Classifications / Taxonomy
6. Retention Policies
7. Retention Holds
8. Audit Trail
9. Locking / Finalizing Records
10. Web-based Bulk Loading

1. Graphical Worflow Designer
2. Sequential and Parallel Execution
3. Escalation
4. Time-based execution
5. Routing Rules
6. Custom Business Logic
7. Custom Validation Rules
8. Integration with other systems
9. Auto-Assignment of work
10. Round-Robin
11. Least Work
12. Custom
13. Swimlanes
14. Milestones
15. Key Performances indices
16. Estimated / Actual Costs
17. Estimated / Actual Durations
18. Audit Trail
19. Auto-Launch

1. 100% Web-based (Chrome, Opera, IE, Firefox, Safari)
2. J2EE technology (Java)
3. AJAX + HTML5 Technology
4. Multi-platform (Linux, Windows, etc)
5. Multi-Tier architecture
6. Cloud Architecture: both Single and Multiple Tenancies
7. Open Source Databases (MYSQL, Postgresql)
8. Encrypted Filesystems
9. Deployment Model: On Premise, SaaS
10. Clustering-Enabled. Scales Vertically / Horizontally
11. Distributed Configuration Management
12. Support users in multiple timezones

1. Document check-in and check-out
2. Document Types & Indexes
3. Full Text Search / Index Search / Saved Search
4. Folders and document level secutiry access control
5. Folder Hierarchy
6. Multiple prinsipal (users group rights and privileges)
7. Secure share
8. Task workflow
9. e-signature (email approval)
10. Private folder / User Trays
11. Audit trail for reporting and tracking
12. Dashboard Gadgets
13. MS Office Integration (include Outlook)

1. Storage and management of electronic documents
2. Simultaneous access of documents by multiple users in multiple locations
3. Support many different file formats
4. Management of variety of records
5. Reduce the cost of legal discovery, investigation and audit
6. Graphical Workflow Designer
7. Time-based execution
8. Integration with other systems