How We Digitized the Document Management Process of a Major Construction Company

The project was initiated by the client to enhance the existing document management process and to enable faster and more efficient document retrieval. The goal of the project is to automate the existing manual process of document digitization and develop a centralized document management system (DMS) for easy collaboration, sharing, storage and retrieval of electronic documents.

MODULES INVOLVED

• Docuflo DMS Admin module is a server-based application installed on the application server where the Administrator will administer the system and application. DMS Admin Module can only be accessed by the Administrator through the DMS Server for configuration, application management and user management purposes.
• Docuflo DMS Scan module is a client-based application that requires installation on the local user PC. The Scan Module is a data capture module consisting of features such as Quality Control (QC), Indexing and Verification. It is capable of scanning physical files before exporting to the DMS Server. This module is accessible only by the person-in-charge of scanning from dedicated Scan Stations.
• Docuflo DMS Web module is a web-based application that can be accessed through the web browser where the user can search, modify or delete documents depending on the privileges assigned by the Administrator. Users with access to DMS Web may also search, retrieve, edit, upload or import electronic documents, depending on the user roles and rights granted by the Administrator.

Our Docuflo DMS was mainly implemented for use by the company secretary and end users in the Corporate Office, Chairman Office and CEO Development Department.

Documents related to business development, company financials and various agreements will be stored into the DMS Server using either of 2 methods:

• Scanner – the scanning of physical copies through DMS Scan or MFP Scanner
• Import – the uploading of image documents or electronic files via DMS Scan or DMS Web

Scanned images appearing in the Scan module will have to go through the necessary process of QC, Indexing and Verification before it is being exported to a specified directory in the DMS Server. Documents uploaded via DMS Web will also need to be indexed in advance before it is stored in the DMS Server. This is an important step as the indexed keywords will make future search and retrieval efforts much easier.

Documents stored within the DMS Server will be displayed through the DMS Web. As the DMS Web is accessible via a web browser, it allows authorized users to search and access documents from anywhere (Intranet or Internet) they are from. The images or documents are searchable based on predefined search criteria and once the required documents are located, they can be displayed, printed, stored, emailed, copied and distributed based on the permissible access rights of the user.