TATA goes paper-less with Document & Print Management Solution


Since 1907 Tata Ltd has been the Tata Group's representative in Europe and has evolved to become a strategic agent to the group for the worldwide sourcing of materials, equipment and services. Throughout this time, they have also provided valuable advice and assistance to Indian companies seeking business opportunities in the UK and mainland Europe.

Inflectiontech, IT Document Solutions sister company made the introduction to Tata Ltd, a long standing and loyal client. Following an initial business consultation with some key personnel, it was evident that their historic way of managing documents needed to change. Tata Ltd relies heavily on paper in order to process the purchasing requests from Tata Group companies in India such as Tata Steel and Tata Motors.

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The Challenge

As part of their intensive review, ITDS identified that an extra 500 hours of staff time per month is spent using a paper-based order process and filing system. Like many existing clients, To improve Tata Ltds’s process efficiently as well as to deliver improved service levels to increase number of orders processed cutting out the usual increase in staff costs.

An electronic document management and workflow automation solution would enable Tata Ltd to improve their process efficiency and deliver improved service levels to existing customers and increase the number of orders processed without the usual correlated increase in staff costs.

The project was split into a staged approach with the process managed by one of their senior project managers using Prince2 best practice project management principles that would lead to significant productivity gains almost immediately. The gains would then continue to increase over time as the system provides the platform for workflow automation across procurement and to other areas of the business.

Also due to the nature of the desktop printing devices within the business, Tata Ltd were running low cost to purchase, but high cost to run printers with limited functionality. Maintaining the reliability of the printers was cumbersome and ad-hoc. The office and facilities team members often found themselves wasting time and effort patching up an ageing solution. These ongoing issues led to the search for a new supplier who could understand the immediate business requirement, and make the right recommendation for a new hardware and software solution t improve the way the job was done.

The Solution

As part of the process, ITDS conducted a thorough audit of the site to gain a full understanding of the business requirements and the ways in which staff interfaces with documents on a daily basis.

On the back of their recommendations and projections, IT Document Solutions won the contract and implementation began almost immediately.

One of the senior consultants at IT Document Solutions, commented: "Tata Ltd were a pleasure to work with and immediately understood that improvements could be achieved. As a result, we immediately focused on the business recruitment and created an investment proposal delivering the solution and savings they required."

Having assessed the organisations requirements, ITDS recommended the implementation of a PRISM DocRecord electronic document management systems (EDMS) along with Xerox MFDs alongside Lexmark single function printers, supported by ITDS remote diagnostics software, providing a more production digital business solution.

ITDS foundation partner AltmanIM worked in collaboration in order to provide advanced EDMS and scanning solution from PRISM Software.

PRISM DocRecord is the software at the heart of the EDMS solution and is responsible for storing all the documents. DocRecord modules together with professional services provide the advanced capabilities to automate document process and workflow.

The advanced EDMS ensures that important metadata is captured using powerful and accurate optical character recognition (OCR) technology, resulting in a reduced level of manual intervention. Document handling time within the process where email documents are received and stored within the electronic filing system has been a major benefit and document handling is no longer a concern or financial burden for the business. Documents have been easily linked to the purchase order system GreenTree, which is the ERP systems that Tata Ltd use, improving how documents are indexed, search and retrieved for procurement, accounts, auditing and compliance purposes.

The Benefits

The transition to the new EDMS solution was managed in a controlled and seamless way. ITDS conducted key user training to ensure that EDMS champions within the procurement team as Tata Ltd could take full advantage of the new software alongside their current paper-based process to gain total confidence in the new system prior to the traditional paper-based process being turned off.

EDMS benefits being realised:

  • Elimination of roller storage systems and reclamation of valuable storage space for re-use as desk space.
  • Centralised electronic storage and access for all types of documents.
  • Accurate, consistent capture, naming and storage for all documents.
  • Automatic recognition and filing of electronic documents.
  • Fast, convenient search and retrieval for users from any PC, tablet or mobile device.
  • Elimination of duplicates through version control.
  • Improved staff productivity.

The implementation of the new printing solution was also seamless. ITDS conducted key user training to ensure all staff at Tata Ltd could take full advantage of the new devices immediately. With the introduction of shared multi-function devices on all floors and with some devices just being "mono only" Tata Ltd have saved crucial time and money. More importantly, the remote diagnostic software means Tata Ltd no longer need to order expensive consumables, place service calls, or take meter readings. This proactive service and support has lifted a massive burden off the shoulders of the extremely busy office and facilities team members.