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Document management system for marine offshore services

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.

Testimonial

” 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

Challenges

  • Safety documents were managed manually across various departments, leading to inefficiencies and outdated information.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.

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

Timeline

Solution discovery & envisioning
2 Weeks
Implementation
8 weeks
User adoption
2 weeks
Maintenance & updates, support
Dedicated support team

Outcome

99%
Read acknowledgement
90%
Document search efficiency
85%+
Training & Adoption Rate
90%
Offline accessibility & reliability
5 Star rating
User satisfaction score
100%
Version control accuracy

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