Introduction:

Tata International Limited, a member of the esteemed Tata Group, is a global trading and distribution company with a presence in over 39 countries across Africa, Asia, Europe, and the Americas. With a strong employee base of over 7,000, TIL operates in diverse business verticals including Metals Trading, Distribution, Leather and Leather Products, Minerals Trading, and Agri Trading. The Metals Trading division operates in 50 countries and offers a wide range of products such as steel, metallics, rolls, custom-engineered products for the aluminum industry, and solar module mounting systems. TIL also has a growing domestic business for bicycles under the Tata Stryder brand. In addition, TIL has been a leading distributor of Tata Motors vehicles and Jaguar Land Rover in Africa for over four decades, with operations in more than 12 countries. TIL has strategic alliances with reputable manufacturers like John Deere, Escorts (FarmTrac), and Massey Ferguson.

As India's leading exporter, manufacturer, and supply chain integrator of leather and leather products, TIL exports to over 35 countries. Its diversified product portfolio includes footwear, finished leather, and garments that reflect contemporary design trends. TIL has established enduring associations with major global brands such as Marks & Spencer, Gabor, Aerosoles, Zara, Mango, and others.

TIL is primarily engaged in coal imports into India and possesses strong expertise in global sourcing, with additional volumes sourced from China and Thailand. The company also handles other key products such as coal, coke, ores, fluxes, and various base metals like nickel and tin.

However, the management of transaction documents across different divisions and verticals posed several challenges, leading TIL to seek a solution for efficient process automation.

Challenges:

TIL faced several challenges in document management, including:

1. Unorganized and scattered storage of documents received from various sources and media.
2. Replication of the same copies of documents, leading to confusion and inefficiency.
3. Lack of access control on documents, resulting in unrestricted access and potential security risks.
4. Untimely and/or delayed processing and approval of documents, negatively impacting
productivity.
5. Inefficient and time-consuming paper-based processing of accounts.
6. Difficulties in tracking and managing documents.

Solution:

TIL embarked on a search for a suitable Document Management System (DMS) solution. After exploring various options and conducting proof of concepts, TIL selected KRYSTAL DMS as the optimal solution. The decision was based on the out-of-the-box offerings that aligned with the organization's requirements and the reasonable and affordable pricing. The implementation of KRYSTAL DMS was seamless, and the solution was quickly adopted across different business verticals globally.

Results:

The implementation of KRYSTAL DMS at TIL has yielded significant improvements and positive outcomes:

1. Efficient Document Creation and Management: KRYSTAL DMS has enabled TIL to create business document content quickly and efficiently, responding to various business needs. The software has streamlined the processing of large numbers of documents across different business verticals, divisions, and geographies. This has reduced the time spent on seeking and processing information, thereby increasing overall productivity.
2. Workflow Transformation: KRYSTAL DMS - Enterprise Edition with Workflow Solution has transformed both paper and electronic documents into knowledge assets that the entire TIL workforce can leverage. The implementation of workflows has increased information reuse and eliminated redundancy. The highly secured control mechanism ensures optimal content management.
3. Accounts Payable and Receivable Efficiency: TIL's accounts payable and receivable functions have witnessed significant improvements. The manual approval and documentation process has been converted into an automated workflow process, complete with notifications, alerts, and escalation mechanisms. As a result, the vendor bill payment cycle has been reduced from 45 days to just 7 days. This streamlined process has improved efficiency and cash flow management.
4. Enhanced Document Access Control: The implementation of KRYSTAL DMS has enhanced document access control mechanisms. Authorized TIL management and workforce can now review, approve, or reject documents from anywhere and at any time, providing flexibility and convenience.
5. Reduction in Paper Usage and Improved Document Tracking: TIL has made remarkable progress in reducing paper usage, minimizing the risk of document loss, and improving document tracking. The audit trail management has also become more streamlined.

Conclusion:

The implementation of KRYSTAL DMS has brought about a paradigm shift in document management practices at Tata International Limited. The company has experienced increased efficiency, improved productivity, and enhanced control over critical business processes. By leveraging KRYSTAL DMS's features such as efficient document creation, workflow transformation, and enhanced document access control, TIL has successfully overcome the challenges associated with document management, resulting in streamlined operations and improved overall efficiency within the organization.

By adopting KRYSTAL DMS, TIL has demonstrated its commitment to embracing technology and innovation to drive business success. With increased productivity, reduced paper usage, and improved document tracking, TIL is well-positioned to continue its growth trajectory as a leader in the global trading and distribution industry.