Introduction
In today’s fast-paced manufacturing industry, efficient document management is essential for productivity and operational success. One of our clients, a subsidiary of a Japanese Heavy Industry Group in Hanoi, Vietnam, faced significant challenges due to paper-based documentation. These inefficiencies led to confusion, delays, and difficulty in maintaining accurate records. To overcome these hurdles, GITS implemented an advanced Document Management System (DMS) that streamlined their workflow and improved overall efficiency.
The challenge
The client’s design department managed a vast number of documents, including drawings, designs, and product descriptions. However, their traditional paper-based system caused several problems. Employees often struggled with version control, making it difficult to track updates accurately. Retrieving documents was a time-consuming task due to inconsistent naming conventions. The approval process was slow and inefficient, delaying critical projects. Additionally, the lack of real-time notifications meant that important updates were frequently missed, creating communication gaps.
Our solutions
To resolve these issues, GITS introduced a comprehensive DMS with the following key features:
1. Centralized document management
All documents are now stored in a secure, cloud-based system, allowing for quick and easy retrieval. Employees can access, upload, and manage files seamlessly, reducing dependency on physical paperwork.
2. Automated workflows & tracking
The system automates the review, approval, and distribution of documents. This eliminates manual bottlenecks and ensures that document changes are tracked in real-time, improving transparency across teams.
3. User access & security
The new system allows for role-based access control, ensuring that only authorized personnel can view or modify specific documents. This enhances security and prevents unauthorized changes.
4. Enhanced connectivity
Integration with Active Directory (AD) enables seamless user management, while automated email notifications keep employees informed of important document updates, reducing delays in communication.
5. Document relation management
A structured hierarchy enables employees to view related documents easily, improving traceability and minimizing duplication.
Benefit for customer
With the implementation of GITS DMS, the client experienced significant improvements:
1. Improve business operational efficiency
Document processing times were reduced by 50%, streamlining workflows and eliminating redundant work. Employees can now manage, review, and update files effortlessly.
2. Flexible working time
With a cloud-based system, employees can collaborate on documents from anywhere. Meetings and document approvals can now take place remotely, increasing flexibility and productivity.
3. Reduced paper and printer costs
By eliminating the need for paper-based documentation, the company cut paper usage by up to 80%, resulting in lower printing and storage costs.
Conclusion
By adopting the DMS, our client has significantly enhanced operational efficiency, improved document security, and created a streamlined workflow that reduces delays. This transformation demonstrates how a well-designed document management system can modernize operations and boost productivity. Don’t let outdated document handling slow your business down. Contact GITS today to learn how our solutions can help you streamline operations, improve efficiency, and reduce costs!
