The client is the largest and most respected Insurance brokers and consultant in the Sultanate of Oman. With a view to handle Insurance documents efficiently, the client wanted to implement a “state of art” Document Management System (DMS) which would work around the Insurance Broking system-digitise & barcode all physical documents, inventorize, facilitate retrieve of all physical as well as e documents.
The system will be deployed “on premises” The objective was to manage effectively large volumes of existing and future anticipated documents & ensure that the enterprise worked in a paperless mode.
The System was web-based & accessible using a standard web browser across all client locations. It enabled creation, capture, organization, storage, retrieval and manipulation of documents in an electronic format. The system also enabled the DBA to perform ad-hoc reporting on data captured. The system catered to 100 concurrent users.
An audit trail of all users & their activities was maintained & a supervisor was given sole access to this log file. Audit trail with time & date stamp was made available.
The system had options to scan physical documents & store in TIF formats. The system had options to attach softcopies & store in native formats with scanned files/softcopies classified under specified document types. Maintainable Masters were made available for document types. Page count controls were made available while digitisation.
System had the capability to transfer files/data pertaining to faxes. Mails and softcopies of documents in word, excel & powerpoint could be moved in to the DMS without scanning.
Query based search options were made available for retrieval of document Images. Content search to the extent possible was made available on Images.
The system was seamlessly integrated with their legacy Insurance platform.
Currently the enterprise works on paperless mode using a single sign on for both the DMS & legacy Insurance system. All policy & related documents whether generated internally thru the legacy system or thru mails, faxes or from third parties are archived & indexed within the central DMS. The e documents stored are safe, secure & easily retrievable.
