ISWAI Document Management System (ISWAI DMS) - Case Study

Client Overview

ISWAI is an organization that deals with a large number of documents in different departments and users. These documents are important for the daily work and need to be stored securely.

As the organization has expanded, managing documents manually has become difficult. Locating files was time consuming. In addition, tracking modifications and processing approvals manually were big challenge. To address these issues more effectively, ISWAI partnered with Enaviya to develop a contemporary Document Management System (DMS) leveraging Microsoft SharePoint.

Client Requirements

Our client needed a secure and easy to use DMS (Document Management System). Their goal is to eliminate manual document handling. The organization wanted to store all documents in one place. In addition, they needed better collaboration, easy approvals, and better visibility. Strict security was also important. Overall they wanted a simple way of managing documents between different users and departments.

A central document repository.
Secure storage of all documents with access control.
Automated document approvals work-flow.
Ability to track versions and audit trail of documents.
Easy to search for and retrieve documents.
Ability to create folders/subfolders to manage documents.
Archive documents that have not been used for a long time.
Better Visibility into document ownership and modifications.
Controlled Collaboration between users and departments.
Advanced Permission Management

Project Summary

Our client has come across many issues with managing its documents manually. Employees spent their significant time on searching for important files and managing the approval process manually.

To address these challenges, Enaviya has developed the Document Management System (DMS) by utilizing Microsoft SharePoint, SPFx, React, PnPJS, and Power Automate.

Our DMS solution helps users to manage and store documents in one secure location. Each user is able to have their own document vault to manage easily. Administrators can manage approvals and control who can access documents. They have the ability to approve or deny the access request. The system will record every change made to a document file and maintain previous versions of the document files for reference purposes. It also includes archive management and a map-based view to see document activity across India.

Challenges

The organization was struggling to manage the large amounts of documents. In many cases, employees spend extra time while searching for documents or following up on the status of approved documents. In addition, there was no simple way to track changes made to documents or control who could access them. All these problems affected productivity and made document management difficult.

Document Storage

Documents were stored in multiple locations and sent via manual methods. This created difficulties in locating files quickly as well as keeping documents organized.

Tracking Changes to Documents

There was no proper system to track changes made to documents. So users were unable to find out about earlier changes made to a document. Also they were unable to find out which document was the latest version.

Document Access Control

Managing document access was a challenge. Because it was difficult to control who had the ability to view or edit document. This resulted in increased risk of unauthorized access and multiple versions (duplicate) of the same document. Document Approval Process done via emails and follow up, which slowed down key business processes by creating delays.

Audit Tracking

The tracking of document activity was not clearly displayed to the user. So it was difficult to determine who has made changes to a file, when they have made those changes, and what specifically changed in the file.

Historical Records

Older documents were difficult to maintain and retrieve. There was no proper way to archive inactive files while keeping them available for future reference.

Solution Implemented

To overcome the problems mentioned above, Enaviya created the Document Management System by using Microsoft SharePoint and new technologies. This solution gives a centralized location to store and manage documents safely. It also allows to organize files, automate approvals, track changes, and manage user access. In addition, the system also improves visibility, collaboration, and document governance.

Document Vault for Each User

Every user will have their own document vault where they can safely store and manage their documents. The user will also be able to create folders and subfolders within their vault to organise their documents. A user can have a personal workspace. Thus, will be able to separate their files from others.

Automated Approval Process

All uploaded documents must go through an approval process before they are made available for use. The administrator can review and approve uploaded documents quickly and easily. This will help to ensure the quality of the documents and minimise the use of unapproved documents.

Advanced Permission Management

The system allows for flexible access control according to business requirements. Access to documents may be assigned by an administrator who determines who can access or modify documents. In addition, permissions may be assigned at user level and folder level for secure collaboration.

Audit Tracking & Document Version Control

All versions of documents are tracked automatically with the system. Users are able to access them at any time, and the system will show you who made modifications, as well as when those modifications occurred.This leads to better control and visibility on documents.

Manage Bookmarks and Archive Your Files

You can use bookmarks to mark your most frequently accessed files. You can archive files that you no longer need. It allows older files to remain saved & organized while also allowing for easy retrieval.

Audit Trail and Document Versioning

The system tracks changes to documents, tracking both document versions and documenting each modification. Users have access to historical documents and can see who made the modification to that document. This increases the accountability and provides more visibility to the users regarding the actions performed on a document.

Geographic File Visualization

The custom Indian map shows the geographical distribution of documents across 28 states in India by showing the number of files in each state. It enables users to quickly view the total number of files in each state and improves the overall reporting capabilities. Thus, it enables the users to see where their documents have been utilized.

Core Modules Implemented

Several modules were developed and designed by Enaviya, which support document management and improve day-to-day functions. All these modules work together to offer secure storage and better control over documents. They also support approvals, document tracking, access management from one central system.

User Document Vault

Gives users a specific workspace where they can upload and manage their documents securely.

Document Approval Management

Allows users to manage the document review, approval and rejection processes.

Permission Management

It allows administrators to manage user access and document sharing.

Folder and File Management

Users can create folders and sub-folders to organize and sort their files

Version Control and Audit Trail

Provides a detailed history of the document and logs of all actions taken on a file or folder.

Bookmark management

Users have the ability to bookmark their most important files for quick access.

Archive Management

Helps to manage the inactive documents and preserve historical records.

Geographic Visualization Dashboard

Interactive India map to see document distribution and activity

Reports

Gives insight into document activities and supports reporting needs.

Final Result

The DMS has been successfully implemented and the organization can now manage its documents effectively. Now users have a central repository for storing and accessing documents. Manual work has been reduced, security has been increased and visibility has been increased. Overall our solution has made document Management faster and easier across the organization.

Improved Document Control

The ability to store and control all documents in one system gives you better control over approvals and access rights.

Enhanced Security

Documents protected via role-based access control. Thus, Users will only be able to access approved files.

Enhanced Productivity

Users can quickly find the documents and manage them easily. Organized folders and bookmarks reduce time.

Better Collaboration

Teams able to share secure documents. Better Access controls improves the collaboration.

Full Transparency and Tracking

Users can quickly monitor document versions and activities. This improves transparency and accountability.

Successful Digital Transformation

The company moved from manual to digital procedures. This increased efficiency and document handling.

Tools & Technologies Used

PnPJS

Power Automate

React

SharePoint Framework (SPFx)

Industry

Food & Beverage
Manufacturing