COMPLETE FILE DATABASE SYSTEM GUIDE

Document Digitization & Hybrid Cloud File Management

Complete guide to setting up File DB system for scanning, OCR processing, secure storage, and intelligent document management with full-text search capabilities.

System Setup Document Scanning Search & Access
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Introduction System Setup Categories Document Scanning File References File Server OCR Processing Access & Search Best Practices

File Database System Overview

The BMO File Database module provides a comprehensive solution for document digitization, OCR processing, secure storage, and intelligent document management. Transform physical documents into searchable digital files with hybrid cloud architecture.

Key Features:
  • High-speed document scanning and digitization
  • Advanced OCR (Optical Character Recognition)
  • Hybrid cloud storage architecture
  • Full-text search across all documents
  • Multi-level category organization
  • Integration with HRM and Accounting systems
  • Built-in HTTP server for web access
  • Secure document access controls
Document Types:
Employee Documents Invoices & Receipts Agreements & Contracts Legal Documents HR Forms Financial Records

Digitize agreements, vehicle warrants, employee forms, invoices, legal documents, and more with automatic OCR processing.

System Setup & Installation

1Hardware Requirements

Minimum Requirements:
  • Processor: Intel i5 or equivalent
  • RAM: 8GB minimum (16GB recommended)
  • Storage: 500GB HDD (1TB SSD recommended)
  • Scanner: Document scanner with ADF
  • Network: 100Mbps LAN connection
Recommended Setup:
  • Processor: Intel i7 or Xeon
  • RAM: 16-32GB for large deployments
  • Storage: RAID 5 or RAID 10 array
  • Backup: External NAS or cloud backup
  • UPS: Uninterruptible Power Supply

Tip: For scanning-intensive environments, consider dedicated scanning stations with high-speed scanners.

2Software Installation

  1. Download BMO File DB: Get installation package from BMO portal
  2. Run Installer: Follow step-by-step installation wizard
  3. Configure Database: Set up local or network database
  4. Configure Storage Paths: Define document storage locations
  5. Set Up User Accounts: Create administrator and user accounts
  6. Configure Network Settings: Set up local network access
  7. Test System: Verify all components are working
Installation Checklist:
• Download: https://download.bmo.my/filedb-installer
• Database: MySQL/MariaDB or SQL Server
• Storage: Minimum 500GB free space
• Network: Static IP recommended for server

3Scanner Configuration

  1. Connect Scanner: USB or network connection
  2. Install Scanner Drivers: Latest manufacturer drivers
  3. Configure Scanning Profiles:
    • Document Type (Color/Grayscale/B&W)
    • Resolution (200-600 DPI)
    • Paper Size (A4, Letter, Legal)
    • Duplex scanning settings
  4. Test Scanning: Verify quality and speed
  5. Configure Auto-upload: Direct to File DB categories

Ensure scanner firmware is updated for best OCR accuracy and scanning performance.

Creating File Categories

Create Category

Define main categories

Add Subcategories

Create hierarchy levels

Configure Tags

Add metadata tags

Set Permissions

Define access controls

Upload Files

Assign to categories

Create Categories

Unlimited hierarchy levels for organization

Process:
  1. Access File DB Administration Panel
  2. Navigate to Categories Management
  3. Create main categories (e.g., HR, Finance, Legal)
  4. Add subcategories (e.g., HR > Employee Files > Contracts)
  5. Create unlimited nesting levels as needed
  6. Set default upload categories

Upload Files

Assign documents to specific categories

Process:
  1. Select "Upload Document" from main menu
  2. Choose category where file belongs
  3. Select file(s) to upload (PDF, images, documents)
  4. Add metadata (title, description, tags)
  5. Set access permissions
  6. Upload and auto-process with OCR

Example Category Structure

Human Resources
Employee Files
Employment Contracts
Resumes & CVs
Performance Reviews
Leave & Attendance
Leave Applications
Medical Certificates
Finance & Accounting
Invoices
Receipts
Financial Reports
Legal & Compliance
Contracts & Agreements
Licenses & Permits
Compliance Documents

Document Scanning & Digitization

High-Speed Scanning

Digitize documents via fast scanner

Scanning Process:
  1. Prepare documents (remove staples, straighten pages)
  2. Load into scanner Automatic Document Feeder (ADF)
  3. Select scanning profile (color, resolution, format)
  4. Initiate scan - documents converted to PDF
  5. Multiple documents automatically separated into files
  6. Auto-upload to selected File DB category

PDF Generation

Create searchable PDF documents

PDF Processing:
  1. Scanned images converted to PDF format
  2. Multi-page documents combined into single PDF
  3. Auto-OCR applied to make text searchable
  4. Compression applied to reduce file size
  5. Metadata and tags automatically added
  6. Ready for indexing and full-text search
Desktop Scanners

Speed: 20-40 pages per minute

Best for: Small offices, occasional scanning

Cost: RM 800 - 2,000

Examples: Fujitsu ScanSnap, Epson WorkForce

Departmental Scanners

Speed: 40-80 pages per minute

Best for: Medium offices, regular scanning

Cost: RM 3,000 - 8,000

Examples: Canon DR, Fujitsu fi series

Production Scanners

Speed: 80-200+ pages per minute

Best for: Large organizations, daily bulk scanning

Cost: RM 10,000+

Examples: Kodak, IBML, OPEX scanners

Common Document Types for Digitization

Document Type Typical Volume Retention Period OCR Priority
Employee Contracts Low to Medium 7 years after termination High
Invoices & Receipts High 7 years High
Legal Agreements Low Permanent High
Financial Reports Medium 7-10 years Medium
HR Forms Medium to High 3-7 years Medium
Correspondence High 2-5 years Low

File References & Integration

1Choose File Reference

Link digital files to relevant entities for easy searching and retrieval:

  1. Employee References: Link documents to specific employees
    • Employee list directly from BizCloud HR system
    • Automatic sync with employee database
    • View all documents related to an employee in one place
  2. Invoice References: Link to accounting records
    • Direct integration with BizCloud Accounting module
    • Link scanned invoices to accounting entries
    • Automatic matching based on invoice numbers
  3. Other References:
    • Projects and tasks
    • Customers and vendors
    • Assets and inventory items
    • Departments and cost centers

File references enable powerful search capabilities. Search for all documents related to a specific employee, invoice, or project instantly.

File References

System Integrations

HRM Integration:
  • Automatic employee data sync
  • Link documents to employee profiles
  • Access HR documents from employee records
  • Auto-categorize by employee department
  • Compliance document tracking
Accounting Integration:
  • Link scanned invoices to accounting entries
  • Automatic invoice number recognition
  • Vendor document management
  • Receipt and expense tracking
  • Audit trail documentation
Employee Documents

Employment contracts, resumes, certificates, performance reviews, disciplinary records.

Financial Documents

Invoices, receipts, purchase orders, bank statements, financial reports.

Legal Documents

Contracts, agreements, licenses, permits, compliance documents, legal correspondence.

Vehicle & Asset Documents

Vehicle registration, insurance, warranties, maintenance records, asset purchases.

Property Documents

Lease agreements, property deeds, utility bills, maintenance contracts.

Compliance Documents

Regulatory filings, audit reports, safety documentation, quality certifications.

Hybrid File Server Architecture

Local Storage Benefits

Data Sovereignty

All digitized files stay in your local server

High-Speed Access

Local network access for fast document retrieval

Security Control

Full control over security and access policies

No Cloud Fees

No ongoing cloud storage subscription costs

Compliance

Meet data residency and regulatory requirements

Cloud Sync Benefits

Index & Excerpt Sync

Document metadata syncs online for BMO applications

Remote Access

Access file index from anywhere via BMO web app

Search Integration

Full-text search available across all locations

System Integration

Seamless integration with HRM and Accounting

Backup & Recovery

Cloud index serves as backup for search metadata

1Access Requirements

Online Access:
  • Local Server Must Be On: Users can access files from BMO application online only when local server is running
  • Index Always Available: Document index and metadata available 24/7 via cloud
  • Secure Authentication: User authentication via BMO web portal
  • Access Control: Role-based permissions for document access
  • Audit Trail: All access attempts logged for security
Network Requirements:
  • Local Network: 100Mbps minimum (1Gbps recommended)
  • Internet Connection: 10Mbps upload for index sync
  • Static IP: Recommended for consistent access
  • Firewall Rules: Configure port forwarding if needed

Server Status Monitoring

Local Server
Online

Files accessible locally and remotely

Cloud Index
Synced

Search metadata up to date

OCR Service
Running

Processing new documents

OCR Processing & Text Recognition

Auto Text Recognition

Advanced OCR for searchable documents

OCR Process:
  1. Automatic detection of text in PDF and images
  2. Multi-language support (English, Malay, Chinese, etc.)
  3. Handwriting recognition (limited accuracy)
  4. Table and form field extraction
  5. Date and number pattern recognition
  6. Confidence scoring for accuracy assessment

Text Storage & Search

Extracted text saved for search assistance

Text Storage:
  1. Extracted text saved in excerpt database
  2. Optimized for fast full-text search
  3. Original document remains unchanged
  4. Text indexed by word and phrase
  5. Metadata extraction (dates, names, numbers)
  6. Search ranking based on relevance

OCR Accuracy & Performance

High Accuracy Conditions:
  • Printed Text: 99%+ accuracy for clear printed documents
  • Good Quality Scans: 300 DPI or higher resolution
  • Clean Documents: No stains, marks, or folds
  • Standard Fonts: Common business fonts (Arial, Times)
  • Good Contrast: Black text on white background
Lower Accuracy Conditions:
  • Handwriting: 70-85% accuracy depending on clarity
  • Low Quality Scans: Below 200 DPI resolution
  • Complex Layouts: Newspapers, magazines with columns
  • Special Fonts: Decorative or script fonts
  • Poor Contrast: Faded text or colored backgrounds

Supported Languages

Primary Languages:
  • English (US/UK)
  • Malay (Bahasa Malaysia)
  • Chinese (Simplified)
  • Chinese (Traditional)
Additional Languages:
  • Tamil
  • Hindi
  • Arabic
  • Spanish
Auto-Detection:
  • Automatic language detection
  • Multi-language document support
  • Mixed language recognition
  • Custom dictionary support

Access & Full-Text Search

HTTP Server Access

Built-in HTTP Server

Integrated web server for access from BMO Web Application

Secure Access

HTTPS encryption for all document transfers

Web Interface

Browser-based access to document repository

Mobile Responsive

Access documents from smartphones and tablets

API Access

REST API for integration with other systems

Full-Text Search

Powerful Search Engine

Search across all documents and extracted text

Boolean Search

AND, OR, NOT operators for precise searching

Phrase Search

Search for exact phrases in documents

Wildcard Search

Use * and ? for partial word matching

Relevance Ranking

Results sorted by relevance to search terms

Search Examples & Tips

Search Type Example Query Returns Documents Containing
Basic Search invoice January Both "invoice" AND "January" anywhere in document
Exact Phrase "employment contract" The exact phrase "employment contract"
Boolean OR receipt OR invoice Either "receipt" OR "invoice"
Exclude Terms agreement NOT termination "agreement" but NOT containing "termination"
Wildcard employ* Words starting with "employ" (employee, employment, employer)
Field Search category:HR date:2024-01-* HR category documents from January 2024
Web Browser

Access via Chrome, Firefox, Safari, Edge. Full functionality with document preview.

Mobile App

BMO HRM mobile app with document access. Scan and upload directly from phone.

Desktop Client

Windows desktop application for bulk operations and local network access.

Best Practices

Document Preparation
  • Remove staples, paper clips, and sticky notes before scanning
  • Straighten folded corners and smooth out creases
  • Organize documents in chronological or logical order
  • Use separator sheets for multi-document batches
  • Clean scanner glass regularly for best results
Category Organization
  • Create consistent naming conventions for categories
  • Limit category depth to 3-4 levels for usability
  • Use tags for cross-categorization
  • Regularly review and prune unused categories
  • Assign category managers for large deployments
Security & Access
  • Implement role-based access controls
  • Regularly review user permissions
  • Enable audit logging for sensitive documents
  • Implement document retention policies
  • Regular backups of both documents and database
For Management
  • Establish document digitization priorities
  • Set scanning volume targets and metrics
  • Monitor storage growth and plan for expansion
  • Track document retrieval times and user satisfaction
  • Calculate ROI based on reduced physical storage needs
Implementation Timeline
Week 1-2: Planning
  • Assess current document volumes
  • Define category structure
  • Select and procure hardware
  • Assign project team
Week 3-4: Setup
  • Install hardware and software
  • Configure categories and permissions
  • Train core team members
  • Test with sample documents
Month 2-3: Rollout
  • Begin backlog scanning
  • Train department users
  • Establish daily scanning routines
  • Monitor and optimize processes

Need Help With File Database Setup?

Our document management specialists can help you design scanning workflows, configure OCR settings, set up hybrid storage architecture, and implement secure document access controls for your organization.

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