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Digital Mailroom and Memo Processing Automation

The solution provides a Digital Mailroom for efficient management of all archives and current files that the client received. Also, automation of the memo processing system, which aided digital verification of every inward and outward document at different levels of hierarchy
Customer Profile

This client is a 130 years old association, recognized as the apex organization representing the Indian jute industry, with 37 composite jute mills as its members. It serves as an intermediary between the Central and State governments. All the important data concerning the jute industry is maintained on its premises.

Problem Statement

The client had been maintaining a dedicated record room and resource for the storage and maintenance of physical files. Each of these files consisted of approximately 250 pages. With manual labour being enforced, a lot of business hours were consumed to run the process. Both the tracking of physical files and the searching for a particular document from the file became extremely tedious.
Further, additional time was consumed for the physical verification of the documents, during their incoming or outgoing flow. It also required senior officials to be physically available for the approval or rejection of any memo. All of these factors added redundancy to the process and the client needed a solution to this.

Proposed Solution

All the files were digitized and updated in a repository daily. Somnetics devised a Digital Mail Room System, through which the client could easily search, track, edit and retrieve the required files, by their unique file IDs, from any location.
The automation of the client’s office memo processing system enabled the concerned officials to add comments digitally, with the date and time stamp. The system also put in place a workflow for the digital verification of every inward and outward document at different levels of hierarchy.

The digitization of the files benefited the client by saving a lot of time and physical space to store and manage them. The increase of accessibility of the files helped to reduce the overall time and effort for the process
Intelligent Business Process Automation

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