Document Management for Shipping Department

Shipping DMS Solution:

Electronic Content and Document Management System (ECDMS) for a shipping department is intended to enhance the availability of information to all members of Shipping & Export team, and increase the efficiency of business processes for Dockets and Export Licenses.


The major features of the Shipping & Export system are:

·

• User Profile management
  
• Management of Dockets (Invoice and Supporting documents) : Digitization, Storage and Retrieval based on Company, Division, Location and Financial Year
• Management of Export Licenses : Digitization, Storage and Retrieval based on Company, Division, Location and Financial Year
• Checklist to validate docket content
• Search to retrieve Dockets and Licenses based on docket no or license no
• Security to provide controlled access based on Company, Division, Location, Financial Year plus other access rights

Functionality:

1. Management of License and Dockets

1.1 Create folder structure

1.2 Scanning, Storage and Retrieval of documents

2. Provide checklist concept that checks the Docket and License structure to ensure that no document is missing

3. History is to be maintained for everything.

4. Create Docket, Create License, Create Folder, Upload File, Rename, Open, Search, Delete, Restore.

5. Integration to SCM

Search Criteria

1. List of all Invoices based on Docket no (implicit parameters will be Company Name, Financial Year, Division and Location that user specified during login)

2. List of all Licenses based on License No (implicit parameters will be Company Name, Financial Year, Division and Location that user specified during login)

Problem Statement

1. Space for cabinets: Companies huge space occupied with cabinets of documents related to shipping and invoice. Over the years they run out of space and it was difficult to manage it
2. Resource dependent: Companies cabinet and filing system is human resource dependent. The department had to depend on the filing executive to retrieve any documents related to license and invoice
3. Search and Retrieval: Retrieving the documents from cabinets is tedious and time consuming. Even after identifying the invoice number, it takes noticeable time in fetching the copies from the cabinets
4. Natural Calamities: Due to heavy rains and water flooding in company premises, there is a high risk threat of the paper documents. Company has to spend money, labor and time in shifting the documents to a secure location

Benefits

1. NAS Storage: The space issue is resolved as the DMS system replaced storage of documents in NAS storage system. This resulted into large space availability for infrastructure developments.
2. Resource Independent: Having all the invoice and license stored in the DMS system, the company no longer is resource dependent. The users can now search documents in few seconds by using search criteria provided in the system
3. Easy Search and Retrieval: The system enables quick and easy search, retrieval feature which saved time of users in fetching documents and thus help them manage time efficiently.
4. Backup and Security: The system enables digitization of all invoice and license documents. These documents were stored in a central repository system which had proper backup and security plan.

Return on Investment

The company can see tremendous Return on Investment soon after the installation of the system. It is possible to digitize all backlog documents within a period of about 2 months and store them into the system.

The system brings in a praiseworthy ROI to the company by

1. Saving cost, time and user efforts in searching documents

2. Space and cabinet cost is totally removed.

3. Employees now focus on core duties as thus the work productivity has increased.

Connect to Mr. Royson Rajan, to know more about this Implementation of DMS for shipping department in your organization. Request for a free demo online to see how it fits your needs. Email rrajan@solu-soft.com for more information