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This paper presents multi-user desktop application which can be implemented in any academic institution to record and manage all sort of permanent and day to day statistical data of students and staff. Other than this data, the paper also presents the computerized solution to save all the necessary documents/letters/certificates in the database through multi page high speed scanning system which can be retrieved and reproduced through a powerful query system. This process also helps to reduce the fatigue of physical handling and storing the documents in the files and piling up all this stuff in a store of the institution. The application also has the provision to create and print the Bar Code on the Identity cards which can be detected through any bar code reader to improve the institutional security. It helps to retrieve and view the personal data, very quickly. OCR feature implementation on the scanned forms helps to extract basic data through this technique and save it in the database automatically, thus automate the document archiving system by reducing the man power and labour cost involved in this activity.