Digitizing Library Archives with Paperless NGX: A Game-Changer for Searchable PDFs

Libraries, as we know, have always been keepers of knowledge—both past and present. But what happens when that knowledge is locked away in file cabinets, old scanned documents, or decades of paper-based reports and notices? That’s the challenge we faced in our library too.

We’ve had a growing pile of digitized content—meeting minutes, handwritten letters, internal circulars, scanned newspaper clippings—you name it. While scanning these into PDFs was a start, they weren’t really useful. Sure, they were “digital,” but they weren’t searchable. And for a library, that’s a big limitation.

That’s when I came across Paperless NGX.

What is Paperless NGX?

Paperless NGX is a free, open-source document management system. It’s designed to help organize, tag, and store documents in a way that’s both efficient and future-friendly. But what caught my attention—and eventually won me over—is its built-in OCR (Optical Character Recognition) capability.

This isn’t just some add-on. It’s part of the core experience. Once a document is uploaded—be it a PDF, a scanned image, or even a photo of a document—Paperless NGX quietly processes it using a tool called ocrmypdf.

And here’s the best part:

Even images converted into PDFs get a hidden text layer that becomes fully searchable.

Yes, even that scanned, handwritten note from 2005 with faded ink can be indexed and searched. That’s powerful.

Why It Matters for Libraries

For libraries, this changes everything. Many of us are working with physical archives—some of which have already been scanned, others waiting to be digitized. Until now, those scans were mostly just static images in a digital wrapper. We could store them, but searching through them meant opening files one by one.

With Paperless NGX, the workflow is different:

  • Upload the document.
  • It automatically runs OCR in the background.
  • It becomes searchable by its actual content.

Is It Hard to Set Up?

Not at all. If you’re familiar with Docker, the developers have made it incredibly simple with an installation script. Within minutes, we had it running on a spare Ubuntu server. You just choose your database (SQLite works great for starters), set your folders, and it’s ready to go.

Of course, there’s room to grow:

  • You can tag documents
  • Organize by type or date
  • Set up folders to automatically watch and import documents
  • Even configure workflows and email-based imports

But even with the basic setup, it’s more than enough to start building a searchable digital archive.

If your library is thinking about building a digital archive, or if you’re sitting on a mountain of scanned files that no one really wants to open one by one, give Paperless NGX a try.

It’s not just about going paperless—it’s about making what you already have more useful, more accessible, and more alive.

Want help getting started? Feel free to reach out—I’d be happy to share tips from our own setup.

– Mahesh Palamuttath

Why Every Higher Education Institution Should Subscribe to the “In-Out Plus”

In the day-to-day functioning of educational institutions, communication is a cornerstone. Whether it is notifying students of a last-minute class cancellation, sending a gentle reminder about a library book due date, or coordinating a campus-wide event, the process often becomes fragmented and difficult to manage.

Many institutions still rely heavily on WhatsApp, email, or physical notice boards, which are either not centralised, difficult to track, or simply ineffective. The “In-Out Plus” App by PlayTech offers a robust alternative. It is a centralised and secure mobile application designed specifically for colleges and universities to streamline communication, notifications, library updates, and even campus gate registers.

Key Features and Benefits

1. Unlimited Push Notifications

The app supports unlimited push notifications which can be sent to individuals, groups, departments, or the entire institution. Notifications are trackable, so senders can view delivery status and reporting. This feature eliminates the need for bulk SMS or third-party messaging tools. The app also provides ready-to-use templates, making it easy to send structured messages quickly.

2. Koha LMS Integration

For institutions using the Koha Library Management System, In-Out Plus offers a seamless and secure integration. OPAC can be accessed directly through the app. Students and staff receive real-time push notifications for check-outs, check-ins, due date reminders (2 days before, 1 day before, and on the due date), renewals, and fines.

Importantly, this integration works without exposing the Koha system or its database to the internet. There is no need for a static IP or cloud deployment, which addresses common concerns regarding data privacy and infrastructure costs.

3. Campus Feed and Community Module

The app includes a centralised feed system where moderated posts and polls can be shared with the campus community. Departments, clubs, extracurricular groups, and academic units can create their own spaces (called “Squads”) to post updates and conduct polls.

Students can join public groups or be invited to private ones. This controlled environment enables collaboration and information sharing while keeping communication professional and focused. Students cannot comment on posts, ensuring that content remains distraction-free and relevant.

4. Gate Register System

The gate register feature simplifies the process of managing library and campus entries. Previously dependent on Koha and additional infrastructure (computers, barcode scanners, etc.), institutions can now manage visitor logs directly through the app.

Each student or staff member can check in or out using their mobile device, and new locations can be added by simply printing a barcode generated by the app. All location data can be managed via a single dashboard, and users can view their own visit reports directly from the app.

5. Virtual Achievement Board

Recognising student achievements can have a significant impact on motivation and campus spirit. The In-Out Plus App includes a virtual achievement board where institutions can highlight awards, recognitions, and contributions from students, fostering a culture of encouragement and visibility.

Why It Matters

Educational institutions often face the challenge of managing multiple communication channels while trying to maintain efficiency and oversight. The In-Out Plus App by PlayTech addresses this challenge by bringing all communication, notifications, library updates, and entry logs into a single, cohesive mobile application.

It replaces disjointed systems with a structured, accountable, and private platform that benefits administrators, faculty, students, and parents alike.

The In-Out Plus App is a practical solution for any library or higher education institution aiming to modernise its communication systems without compromising on data privacy or incurring heavy infrastructure costs. It offers everything an academic campus needs to stay connected, organised, and efficient.

For more details or to request a demonstration, institutions can contact:

Mahesh Palamuttath
Library Technologist
Mobile: +91 9567 664 972
Email: mail@maheshpalamuttath.info

Received the certificate of appreciation

It was my pleasure to be the resource person in the four days workshop on Koha conducted by Sunniyya Arabic College Chennamangallur, Mukkam Calicut, Kerala, India.

The following were the highlights of the workshop

  • Selection and management of Open Source software in the library
  • Basic Linux training
  • Learning of Koha installation on Ubuntu 20.04 LTS
  • Hands-on training of Koha modules
  • Tips for system maintenance and administration
  • How to utilize Koha community support

Thank you, Mrs. Shadiya Muhammed, the librarian, and the college for the awesome days.