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Softage deploys document Management System to Vodafone

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Vodafone Essar, is a leading Telecom Company in the country, and has document-Management-Systememerged as second largest customer base company in the Telecom sector. To run smooth operations Vodafone has chosen Softage Information Technology Limited as Business Process Partner.

THE CHALLENGE

In 2002, Government passed a rule, making it mandatory for all Telecom Companies to keep record of its subscribers in the form of CAFs with supporting ID & address proof. At that time to manage and maintain record of over 3 million subscribers Vodafone was keen to acquire a Document Management solution, which could collect, authenticate, process, digitize, archive, retrieve and over all maintain customer-related documents in a robust and secure manner. The customer forms were to be uniquely identified with the help of bar codes or Unique Numbering System. Vodafone and government regulatory needed to access these customer forms from its offices. The volume of customer Application Form & Enclosed Documents to be handled by the Vodafone would have caused a serious drain on resources. They received about 60000 Application forms per month in the year of 2002 It would have been a very people intensive process, resulting in slow turnaround time, with no intra-day transparency, which meant, progress reporting would be limited. It just would not have been cost effective to be using this manual resource.

THE SOLUTION

To ensure quality and speedy services to millions of prospective customers, the challenge of delivering a Document Management System, a unique combination of man & machine in a short time was daunting. Document Management system provided by SoftAge is used to collect, authenticate, process, digitize, archive, retrieve documents and upload images & data in the central SoftDoc repository and on Vodafone repository too. Then only SIMs are activated. SoftAge installed its workflow-based production solution Customer Application Form Management System (CAFMS), which consisted of:

1. DocTrack

2. SoftDoc

3. SublimeD

KEY HIGHLIGHTS

  • Allows storage and maintenance of huge image database using
  • DocTrack, SoftDoc, and SublimeD
  • Reduces the query processing time drastically using optimized search facility of SoftDoc
  • Enables location-wise reconciliation of MIS
  • Facilitates automated indexing, resulting in accurate retrieval.
  • MIS facilitates efficient tracking of CAFs across the organization

THE BENEFITS

The solution has been a great success, with the Telecom Company being able to store and archive more than 500 million documents so far. An unlimited number of concurrent users can log on to the system and access information online. The system provides following benefits:

  • Allows storage and maintenance of huge image database using SoftDoc
  • Reduces the query processing time drastically using optimized search facility of SoftDoc
  • Enables location-wise reconciliation of MIS with Sales, Marketing and various support groups of the company
  • Facilitates automated indexing extraction, resulting in accurate retrieval
  • MIS facilitates efficient tracking of CAFs across the organization
  • Significantly minimizes time lag between the prospective customer and after-sales services.

 

 

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