Document management system for marine offshore service provider

Document Management System to facilitate efficient management of documents related to Safety Management System (SMS) elements.

Context

- Operates with a large, diverse workforce and intricate procedures.
- Ensure users review relevant safety documents before commencing fieldwork.
- Employees require a centralized system to access, search, and manage Safety Management System (SMS) documents efficiently.
- System and documents must be accessible in offline mode.
- The company must comply with strict content management policies and keep procedural information up to date.

Challenge(s)

- Safety documents were managed manually across various departments, leading to inefficiencies and outdated information.
- Manual handling led to version control issues and potential discrepancies in procedural information and formatting.
- No streamlined way to track document is read by user as per compliance before starting work.
- No mechanism in place to leverage documents in offline mode
- Not able to search relevant document quickly.

Approach

- Developed a custom document management system (DMS) to have centralized document repository to manage documents, compatible with policies and branding.
- Ensured secure access with version control, indexing, and classification of documents.
- System captures document read count.
- Enabled users to read document and mark it as read.
- Intuitive interface to upload new document and edit metadata.
- Comprehensive Admin interface to effectively manage and control DMS functionality.
- Advanced search features improved the ability to locate specific document quickly.

” The new document management system has streamlined compliance with 99% read acknowledgments, 85%+ interaction tracking, and 100% version control accuracy. It ensures teams always follow the latest procedures, simplifies audits, and provides quick access to critical documents, even offline “

– IT & Digital transformation Manager

Engagement coverage and highlights

- Centralized document repository
- User dashboards to view latest and revised documents
- Intuitive user interface with consistent formatting, to search document based on metadata

- Tracking of document read
- Offline capability to use application and access documents in offline mode as well
- View documents with acknowledgem nt

- Export the acknowledgment audit logs
- Easy interface to upload documents
- Download all latest manuals
- Content editing in application
- Admin – reports and dashboards