2) CASE STUDY :

IRRIGATION DEPARTMENT, GOVERNMENT OF MAHARASHTRA

Prithvi solves Irrigation Department’s storage and printing of drawings challenges.

History:

Prithvi approached the Secretary, Irrigation Department and gave a presentation on Document Management System. Since Irrigation Department is the backbone of the State economy, the
preservation and easy retrieval of the records is of a priority nature. The Department took a decision of going for the same in phase manner and asked Prithvi to provide a suitable solution.

These records are very frequently handled at various levels of the department. The copies of these drawings are also required by various internal and external Government agencies.

The Challenge:

The Central Designing Authority prepares initial drawings of the project. These drawings are then sent to the project site. During the actual execution of the project many alterations, modifications become necessary depending upon the conditions of the project site. These changed drawings are called as “Record Drawings”. Besides these drawings the department had huge documents like land acquisition records, design notes, etc. The Department has huge base of 1200 large projects, 3500 medium projects and 6000 minor projects spread all over the state. The ambience of many projects sites was so humid that even lifting of drawings from the table would have transferred it into pieces. The total process needed utmost care taking.

The Process Solution:

The Irrigation Department needed scanning of these valuable data, but considering the volume, its conditions and locations Prithvi decided that these documents should be first microfilmed provide requisite number of copies and then the microfilm will be scanned. Here Prithvi and Department decided that one drawing of A0 size/8 documents of A4 size will be microfilmed on 35 mm microfilm. This was done on Imtech A0 Camera, for printing Prithvi used Canon NP 780, Canon NP 880 and Minolta microfilm Reader Printer. The co-relation of the drawings was also a tough job. The total duration was almost of two years.

Results:

Now the Department has microfilm and prints at every level of hierarchy and hence the communication and decisions are taken fast. The maintenance has also become easy because of the availability of the fresh set of drawings every time.

The Future:

Prithvi has already started scanning of these microfilms; once it is completed these drawings can be made available on the Department’s website which can be assessed from any remote project location.