GE Shipping Deploys Hummingbird's DMS

by Julia Fernandes    Nov 25, 2004

With the goal of addressing the complexities and ensuring smooth flow of its elaborate documentation process, GE Shipping- India’s largest private sector shipping and offshore oil field services provider has deployed Document Management Solution (DMS) from Hummingbird Ltd.

Communicating to CXOtoday RP Dumasia-general manager-information technology, GE Shipping, said, “With the deployment of DMS, we have achieved better co-ordination between various work processes. Apart from centralized backup of all critical documents of each user, it also facilitates sharing since the documents are on central servers and not locked away in individual notebooks and PCs.”

Examining GE Shipping’s need for deploying the solution, K Bala, GM- Asean, Greater China & India, Hummingbird Ltd., stated, “In an industry like shipping, most of the activity is based on elaborate documentation. Before deploying DMS, Domino Doc was being used for information sharing and MIS reporting. However, the solution was unable to completely handle key documents. We had to keep in mind that in GE Shipping every document authenticated every activity performed by the company.”

“A number of documents were required to be made available to ships with a proper track of versions and access rights. These documents are standard safety and operating instructions for the ships or charter party agreements etc. Sometimes even when documents were in a digital form, multiple copies use to float around, which created various versions of the same documents,” added Bala.

In terms of TCO, Dumasia mentioned that apart from the costs of software, hardware, and annual MAC for both, the company also incurred costs for customization for use on ships, training and implementation costs to systems integrator.

According to Dumasia, the company did consider several vendors however, Hummingbird was chosen for its configuration and well-planned approach.

The shipping major has deployed the solution in all its departments-chartering, quality assurance, and technical. The implementation was carried in two phases- first department-wise and second for ships. The company has about 300 users who have access to DMS on a day-to-day basis. Windows 2000 is used at the server level while the clients run on Windows 98, 2000 and Windows XP.

Apart from being platform independent, the solution is scalable and can be customized. It offers multiple user interfaces in addition to availability of tools such as knowledge management, portal handler, BI, record management, etc. A search engine with support for NLQ, Thesaurus, Proximity, Similar, stemming search support is another feature.