GSFC Automates Document Management

by Rajendra Chaudhary    Jul 14, 2006

In a bid to transform their document centric processes from a conventional paper based system to an advanced, easy to use paperless structure, Gujarat State Fertilizers & Chemicals Limited (GSFC) has deployed NEWGEN Software Technologies’ Document Management Solution (DMS).

The OmniDocs document management suite replaced GSFC’s old manual way of handling files and documents containing business critical information and other data.

Elaborating on the challenges faced with the manual system, B.K. Kapadia, Manager, Systems, GSFC said, “We wanted to do away with our old paper based system because it was proving to be a major hurdle in our daily functions. It was especially difficult to track and retrieve a particular document that we wanted. Since important files and documents containing approvals and proposals for senior management were moved manually in the paper format, it took us a lot of time to get things done. Other factors such as document storage, archiving and confidentiality were also a cause of concern for us.”

To tackle these issues GSFC chose the OmniDocs product suite, which offers a fairly scalable multi-user document management and workflow system. The DMS was installed by NEWGEN at GSFC and integrated with its legacy system.

NEWGEN’s DMS is a platform-independent application and was implemented at GSFC using Apache Application Server and Oracle 9i as back-end database. With over two hundred users currently using the system, it has transformed the way documents were managed at GSFC, informed Kapadia.

“When we decided to automate our document centric processes at GSFC, we formulated a committee that comprised of a representative from each of our departments i.e. IT, materials management, finance and marketing. The committee evaluated a several vendor offerings and chose NEWGEN after an actual demonstration of the DMS at Mumbai,” said Kapadia.

In order to ensure that the first time users of the system feel at ease and understand it well, the GSFC formed user groups and picked one leader from each of those groups and trained them thoroughly. The group leaders in turn trained the end users.

The DMS offers MS-Office and Outlook Express type of messaging system and document handling mechanism to ensure that users find it easy to work with.

Kapadia said that due to DMS implementation, they’ve managed to reduce the time for tasks such as file compilation, verification, approval from 7-8 days to 1-2 days and in the process have greatly shrunk paper usage as well.