Objective
The client was in need of a centralized system in order to streamlines processes and maintain digitized documents at one single location. They approached us with the idea to develop a document management system.
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Country
India -
Industry
Real Estate -
Solution
Digital Transformation, SharePoint
Challenges
Prior, the client was manually handling the documents that slowed down the business activities and consumed their valuable resources. Moreover, the client had to encountered serval challenges and some of them are listed below:
- The client was struggling to handle 5000+ property papers that were stored at various physical locations
- At the time of purchase and sales, the client had to prepare, maintain, verify, and submit various documents to the Buyer, Seller, Government, and other agencies
- It was a challenging task to park physical documents at various places with standard nomenclature
- Real-time document retrieval and maintenance were time-consuming
- Frequent use of physical documents damaged and reduced the paper life while increasing the possibility of steal
- A huge number of papers were required for sales, purchase and review process increased the costs
- Maintaining various versions of the property document was tiresome
Contact us.
Solution
The professionals at KCS deeply understood the basic requirements of the client by utilizing their deep domain knowledge and rendered them the best possible solution.
- Upload document feature enabled the user for single or multiple document uploads along with the drag and drop options. It also enabled the user to sync the document to the local computer drive
- With the help of document versioning, a client can now browse version history as well as restoring older Versions
- Check-in enabled the user to upload a document and its metadata into the electronic archive whereas check out enabled them to remove the document from general access
- The document system enables the client to add metadata of property documents while storing them at the central location
- By utilizing the document workflow feature of the document, a client can archive and dispose the document and inform the sender via email
Project Highlights
Digitization
Uploading the Document
Document Versioning
Check-In / Check-Out
Add/Edit Document Property
Document Workflows
KCS Approach
Our study required a thorough understanding of the client’s requirement, transforming every step of the manual process to an automated process, essential analysis or organizational functioning and hierarchy, research of various systems present in the organization, document management etc.
Outcome
- Digitization reduces paper usage
- Digitized documents can be easily maintained and retrieved as and when need
- Well classified documents based on Metadata
- Search based on Metadata and content makes easy retrieval of the document as and when needed
- Granular level permission and filtration make the EDMS a robust solution for the client
- Versioning enables the user to get the previous version of the documents as and when needed
- The solution could be accessed remotely: It was available anytime, anywhere
Tech Stack
