Case Study

State Bank of India (SBI), with a 200 year history, is the largest commercial bank in India in terms of assets, deposits, profits, branches, customers and employees. The Government of India is the single largest shareholder of this Fortune 500 entity with 61.58% ownership.

• SBI generates enormous amount of customer-related PPO's order and reports Manually.

• To access any vital information related to the client PPO's, the bank had to retrieve the original hard copy of the application.

• Follow the Traditional mode of document processing system.

• State Bank Of India generates a lot of physical documents for their existing PPO's . Managing these documents (Sorting, Indexing and Filing etc) was a very hectic process for them.

• The regular procedure included taking out a page from the entire set of documents of original PPO's forms and then working on it. This leads to papers being misplaced or left them in a dilapidated state, due to constant wear and tear.

• For searching or locating any document / file was a hassle for the staff involved in this process.

• Since paper based files/documents were accessible to each and every person, they were liable to be tampered, and resulted sharing of any internal information with any unauthorized person.

• Physical documents were prone to damage with time, moisture, rodents etc.

• Also there was a problem of disaster recovery

• The biggest challenge facing SBI Delhi is digitization of Pension Payment Order (PPO).

• SBI Delhi was looking for speedy and comprehensive identification of PPO.

• There are warehouses hosting millions of PPOs. Search and Retrieval of any PPO was a very cumbersome process.

• Tracking of any PPO's was very difficult because of lack of easy accessibility and as a result lead to 2-3 months of delay.

• Improve customer service and satisfaction.

Ricoh proposed its RicohDocs- a Web-based DMS application used to track & store electronic documents & physical records. Ricoh created a centralized knowledge repository primarily constituting all the pension records. As a service offering, Ricoh had executed the task of complete digitization of the Pension Payment Orders (PPO) and archived them. Using the barcode file tracking solution which allowed the PPO to be marked and there corresponding entries to be recorded in the RicohDocs system. The Barcode will store the details such as 'Branch', 'Room', 'Cabinet', 'Shelf', 'Folder' etc. from the SBI database. Based on this information the user can collect the file from physical location.

• RicohDocs- a Web-based DMS application used to track & store electronic documents & physical records.

• Ricoh Deployed RicohDocs with features like DMS, OCR, Workflow management & Barcode.

• Barcode technology enabled them to track the movement & management for physical File through RicohDocs.

• OCR features enabled them to search the Doc in fraction of second.

• Workflow helped SBI to streamline the decision cycle and gave them a Upper edge than their competition.

• Email notification for physical file with complete file location information.

• RicohDocs will be customized to meet the requirements of the management at SBI − CPPC to Provide the MIS report customization.

• SBI Delhi was looking for speedy and comprehensive identification of PPO.

• There are warehouses hosting millions of PPOs. Search and Retrieval of any PPO was a very cumbersome process.

• Tracking of any PPO's was very difficult because of lack of easy accessibility and as a result lead to 2-3 months of delay.

• Improve customer service and satisfaction.

• Whenever the document is required to be referred by the Metadata search, the user logs in to RicohDocs and where able see the scanned copy of the original document very easily. The request for retrieval of the document is routed to the Central RicohDocs Database.

• For document retrieval, the user specifies the barcode of the document he wants to retrieve. Whenever a request for document retrieval is made, the RicohDocs checks whether the document resides on the RicohDocs . If the document resides on the RicohDocs then it is fetched from there display the physical location of a document.

• Ricoh Deployed RicohDocs with features like DMS, OCR, Workflow management & Barcode

• Barcode technology enabled them to track the movement & management for physical File through RicohDocs.

• OCR features enabled them to search the Doc in fraction of second.

• Workflow helped SBI to streamline the decision cycle and gave them a Upper edge than their competition.

• Email notification for physical file with complete file location information.

• Documents Security RicohDocs system facilitated role based access on all the records / documents through a user name and a password.

• Easy Sharing and Collaboration: All documents were stored in RicohDocs with proper access control. This way authorized users were able to view /refer / share and modify the documents.

• Audit Trail: RicohDocs has the functionality by which each and every operation, event performed by the user like, user logins into the system, action done etc were recorded with the time, thus increasing the accountability.

• Saved Courier Cost: RicohDocs System provided an option to email documents both within office and outside – cutting down on courier cost. As the documents were in non-editable image format, users were in relief that they will not be tampered and were as safe as any printed document.

• Tracking of any PPO's was very difficult because of lack of easy accessibility and as a result lead to 2-3 months of delay.

• Saves Duplication and Photocopying Cost: Since electronic documents could be shared among several users at the same time, there was no need to photocopy the documents for sharing, thus resulting in a huge saving on the duplication of documents.

• Disaster Management: RicohDocs provided an all-in-one solution for Punjab National Bank's document protection from disasters like Natural & accidental calamities etc. There is a full fledged backup and restore facility provided.

• RicohDocs will be customized to meet the requirements of the management at SBI − CPPC to Provide the MIS report customization.

Deployment Location

• SBI Chandni Chowk, New Delhi

Solution Deployed

• RicohDocs

• Barcode File Tracking, Workflow, Metadata Search

Technology Used

• Microsoft ASP.NET 4.5

• Microsoft Silverlight

• Microsoft MVC Framework

• Microsoft Entity Framework 5.0

• Microsoft SQL Server 2008 R2

• HTML 5, JavaScript & JQuery is used as scripting language

• Indian Oil Guwahati Refinery: Indian Oil’s first refinery since 1962

• Produces Quality LPG, Motor Spirit, Aviation Turbine Fuel, Superior Kerosene Oil, High Speed Diesel, and Raw Petroleum Coke

• Net revenue of Rs.4,13,358.80 Crore

• Indian Oil is in Top 10 Indian Companies in Forbes Global list

• Top company in Fortune India 500 list for FY 2012

• Indian Oil has more than 50 Lakh documents in the form of paper files and folders

• These documents include files that are used in daily basis

• The files are so old that the paper has become fragile

• Indian Oil can't afford to lose these documents

• They want to digitize the files and save them in the form of e-files

• They need a Document Management System to store, search, edit, share and archive these files

• Ricoh implemented Core Document Management System using RicohDocs Platform

• Ricoh digitized the files and converted them into searchable pdf & uploaded into RicohDocs; hence providing complete end-to-end services.

• IOCL users can access their files from anywhere, even when not in the office using Metadata & file contents.

• They can set policies for automatic archiving of the files

• Users have virtual folders, so they have all their favorite documents at one place

• Rossell Techsys is the Aerospace and Defence (A&D;) Division of Rossell India Limited

• Rossell Techsys has four core competency areas - Custom embedded systems product development, Test solution design etc. for War planes & defence related equipment.

• Rossell Techsys has aggressive growth plans to meet the emerging challenges of the Indian Aerospace and Defence Industry

• Rosell needed an online application to share Designs with their clients and get inputs/comments/approval

• Their clients include Leading aerospace players like Boeing , loggerhead , ISRO , DRDO etc.

• Required a web application where the approval can be given instantly and the concern project can be deployed to give them a competition

• They want to maintain the versions of the Documents and showcase the same during the Audit

• Ricoh Deployed RicohDoc with features like DMS, OCR, Workflow management & Watermarking

• Watermarking technology enabled them to share the File through Mail, where their clients can't amend the Doc

• OCR features enabled them to search the Doc in fraction of second

• Workflow helped Rossell to streamline the decision cycle and gave them a Upper edge than their competition

• Suzuki Motorcycles India has its manufacturing unit in Gurgaon

• Producing motorcycles at an average of 2000 vehicles per day, it caters to the whole Indian subcontinent.

• Each vehicle frame passes through a series of quality checks before being rolled out.

• Among the top grossing motorcycle brands in the Indian subcontinent it has made its mark with innovative design and quality performance.

• Suzuki Motorcycle's manufacture 2000 vehicles daily at an average. The amount shoots up to 3000 during festive season.

• Starting from scooters to motorbikes, each different category undergoes quality check individually.

• The operators who does the quality checking records all their reports and remarks in the vehicle check sheets.

• With 2000 check sheets being generated every day, a huge storage of them has formed. More over future referencing to these check sheets becomes difficult due to such large volume and poor storage condition.

• A proper software solution was required to tackle this problem.

• Ricoh Implemented RicohDocs on the client premise. The check sheets with unique barcode are now being scanned by operators after they are filled up. These scanned images are stored in a file server.

• Ricohdocs fetches the files from this server and stores them in the repository according to folders depending upon the vehicle model type which it reads from the barcode automatically.

• Now Suzuki can easily search these documents based on the barcode or the model type using the advanced search option of RicohDocs.

• Suzuki has freed a lot of storage space and converted it into office space. With RicohDocs they are saving a lot of time and money everyday.

• The Walt Disney Company India is the Indian subsidiary of The Walt Disney Company of the USA and is a premier entertainment companyin India.

• The Walt Disney Company (India) is a public limited company, which develops and produces motion pictures andvideos forchildren.

• The soft copies of the contracts, agreements or notice information were not properly organized. All such information were accessed through hard copies which,too, werenot organized.

• There was no UIN (Unique Identification Number) given to the aforementioned documents which, in turn, made it difficult to managethe documents.

• The operators who does the quality checking records all their reports and remarks in the vehicle check sheets.

• All the hard copies were maintained by an office assistant where he/she was responsible for keeping the records in proper place. If any misplacementof documents took place, it was very time consuming to track it downasthere wasno UIN.

• No alert mechanism was available through which users could get timely notification about the expiration ofthe contracts oragreements.

• Ricoh Implemented RicohDocson the client premise asa CMS(ContractManagement System).

• This was a robust system which helped manage all the information, along with the softcopies of the contents, agreements ornotices.

• Eachdocument,fedinto the CMS, wasprovidedwith anUIN andmultiple meta data.

• The system gaveflexibility to the userto view the complete meta data details, related to a contract.

• Userswereable to view the softcopyofthe document in the systemONLY through the CMS.

• Specific usersweregiven rights to controlthe informationsecurity.

• The Downloading ofthe contractswasrestricted in orderto maintain properversion control.