Document Management System
Company Category
Technology
Selected Services
Long-term
Client Name
PT. Aun Wahana Jaya 2
Solution Provided
Software Development
Project Overview
The Document Management System digitalizes and streamlines document handling processes throughout the organization. This solution provides secure document storage, version control, automated workflows, and approval processes. The system includes document scanning capabilities, OCR functionality, and integration with existing business applications for seamless document access and management.
Business Issue
The client was managing documents using paper-based systems and shared network drives, leading to version control issues and difficulty in document retrieval. Approval processes were manual and time-consuming, often causing delays in business operations. Document security was a concern with limited access control and audit trail capabilities.
Business Solution
We implemented a comprehensive document management system with automated workflows, version control, and secure access management. The solution includes document scanning and OCR capabilities, automated routing for approvals, digital signatures, and audit trail functionality. The system provides full-text search capabilities and integrates with email and other business applications.
Lesson Learned
The document management project taught us the importance of understanding existing document workflows before digitalization. User resistance to change required comprehensive training and gradual migration strategies. We learned that document categorization and metadata definitions are crucial for effective search and retrieval capabilities.
Benefits
The system reduced document retrieval time by 75% and approval cycle time by 60%. Storage costs decreased significantly with digital archiving, and document security improved with access controls and audit trails. The automated workflows eliminated manual routing, reducing processing time and improving compliance with internal policies.
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