Client

A leading petroleum refining company in India with global presence and extensive network of branches.

Requirement

Implement a microsoft sharepoint based document management system for the refinery in Mumbai.

Goal

Implement a scalable document management system for efficient collaboration to empower teams with easily accessible information and effective data security controls.

Challenges

Manual document management was inefficient with scattered data and no central document. This led to several operational issues:

No systematic process for document creation

Difficulty in tracking documents

Lack of visibility and control access of critical documents

Challenges in document creation, sharing, making updates.

Poor document management leading to unstructured and insecure data storage.

Lack of document version controls

No control over document duplication

Inadequate document access and storage security control

Difficulty in search and retrieval of documents.

Solution

Aufait Technologies implemented a document management system that provided the client with a centralized solution, ensuring:

  • Easy and standardized document creation, sharing, tracking, and management
  • Customized document upload screens to avoid document duplication
  • Pre built templates made document creation easy
  • Custom Access controls ensured greater security  
  • Document approval workflow
  • Version controls resulted in no document duplication
Microsoft SharePoint

This SharePoint-based document management system enabled department-wise document creation and sharing, giving the management team better control over documents.

01

Centralized repository:

The system served as a central repository by fully automating document creation, sharing, and storing. Data categorization and filtering features made information management easy and documents more easily accessible.

02

Customized user interface:

User interfaces customized for admins to ensure better access control, superior task allocation, without relying on the IT department. Easy to customize user interface enables users to create diverse content types, metadata, and document libraries efficiently, from a single screen.

03

Role based access controls:

The system eliminated lack of document security and standardization by implementing processes and policies that ensured quality standards for each document type. The system allows employees to systematically create documents. Role based access controls enhance security.

Results

Leveraging the unique and advanced capabilities of MS SharePoint, our DMS software had some powerful features. Post implementation, the client achieved phenomenal results.

Efficient document management

Comprehensive view of shared documents

Reduced employee workload

Superior data security

Easy document search and retrieval

Benefits

Benefits of implementing our SharePoint based document management system are manifold. Eliminating all manual processes and bringing in automated document management ensured:

Easy to Implement Solution:

The system is easy to deploy and scalable to a robust knowledge management system, ensuring it can grow alongside the business needs.

One-Time Investment:

A cost-effective solution with long-term benefits, leveraging existing investment of SharePoint.

Scalability:

The SharePoint-based document management system is highly scalable, allowing the organization to easily expand its document management capabilities as the company grows.

Superior Data Security:

The system provides enhanced data security through custom access controls and role-based permissions, ensuring that sensitive information is protected.

Compliance with Leading Security Standards:

Leveraging the security features of SharePoint, the system ensures compliance with industry-leading security standards, giving peace of mind that documents are managed securely.

Low Cost of Implementation and Maintenance:

By utilizing SharePoint, the document management system benefits from a low cost of implementation and maintenance, reducing the overall expenditure for the organization.

Industry-Leading Expertise:

Aufait Technologies is a leading provider of digital workplace solutions with long-standing clients across the globe, ensuring a reliable and professional service.

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