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

Start your business right - Get your documents organized!

Being an entrepreneur is full of challenges. The moment you decide to quit your services as an employee and take ownership of your services, you begin to face a lot of business issue that restrain you from focusing on your core services.

One of the key areas where an entrepreneur spends valuable time is creating intellectual documents and information. A considerable amount of time is lost in managing these documents and as the business expands, more of the valuable time is lost behind searching and retrieving the documents. Having discussed with many budding entrepreneurs I have figured out that they even begin duplicating documents as they cant find the original one. This means you go back in time to recreate the documents.

To start your business right, you need to have your documents and intellectual data well organized, managed and secured. Having a simple Document Management System in place right at the start of your business is a great way to get out of this cobweb of content creation and recreation.

I recently interacted with a close associate of a well known actor in Bollywood who was messed up with all the media files. He could not find out the new articles, media files, blogs which he had saved when he actually needed them. As a result he decided to switch to a structured document management environment. The solution now gives him an ease of just writing in few contents of the article or keywords to retrieve the information in few seconds.

As you being your business, you are sure to have your first few agreements, contracts, invoice generated. Initially it is easy to manage them using a file cabinet system but as you expand, as your customer list expands, as you add more employees to your business it becomes tidious to manage customer profiles, invoice and agreements; employee resume, letters and supporting certificates. That's where you will find Document Management System as your business SOS.

Install a Document Management System for your business upfront. Begin managing your intellectual information slowly, assign rights and permission to limited people as you grow, automate your business processes as you become an entrepreneurial tycoon and observe the speed with which your business achieves Return on Investment [ROI].

As the proverb says " better late than never" if you just started your business and you feel that you are facing the same issue, dial in +91 9898977702 or email rrajan@solu-soft.com for an instant assistance. If you are just beginning to set your business up, make a leap jump to a faster ROI right from Day zero of your business.

Document Management System is here to make your life easy by converting your unstructured information and intellectual data into a well structured, easy to search and secure system.