Documents archiving automation

Automation of internal company’s workflow. Preparing and transferring of physical paper documents between departments.
Logistics CRM extention

It was the lack of accounting of internal documents transfering

  • The well-known international company has workflows for each of 51 departments related to collecting specific contracts with dependent sub-documents.
  • Wrong information about the document's location and stage.
  • All this communication was stretched in time. And Google spreadsheets couldn’t help.
  • This small solution allowed us to minimize labor costs and win about 1000 man-hours monthly.

Watch 5 min video use-case about the Documents archiving automation

  • The well-known international company has workflows for each of 51 departments related to collecting specific contracts with dependent documents.
  • Each department collecting it in the box and forwarding it monthly by physical post services to the general department. There they check if each contract and all of the depended document has prepared well and then pack and archive to save 3 years.
  • But if something wrong even in the small detail then Contract with included sub-documents should be returned back to sort it out, tidy up and send again.
Internal documents workflow diagram
  • Each contract can contain a copy of Passport, Power of attorney, Tax ID, and maybe some other optional sub-documents.

Contract with sub-documents
  • The difficulty was the lack of accounting for the movement of documents. It was not always clear where a particular document is physically located and at what stage. Is it signed or not? Sent or not. Archived or not. All this communication was stretched in time. And Google spreadsheets couldn’t help.
  • The main corporate ERP and CRM systems not covering this workflow. As a result, each month it took 3-4 human-days to collect relevant information about the process and often led to overtime.

Wasting time of people
  • We've created the new database structure where all the entities logically connected to each other:
    • Clients
    • Contructs
      Sub-Documents
      Staff
      Departments
  • It became easy to find all the required information using filtration and text search
  • For each entity you can see all related other entities
Database relative entities
  • Communication between managers and scheduling of actions by scenarios became working automatically
Communication by scenario

Result of automation

  • Eliminating overtimes completely
  • Minimizing of time consuming to 4 man-hours instead of 24 per month for each department
  • The average saving of 20 man-hours for each department monthly
  • Win of 1000 man-hours for the whole company monthly
Win 1000 man-hours