Growing Mountain Of Paperwork
As business continued to soar, so did the amount of property documents. These include paperwork relating to property loans from banks, deeds relating to ownership of the properties as well as a wide array of customer documents from booking to registration forms. The average tenure of a project is about three to four years with the average correspondences amounting to some 250 pages. These would house vital information such as booking dates, details pertaining to the customer, unit, cost and payment.
Old Ways In A New Landscape
Over the years, Prestige has amassed a vast collection of hard copy documents which are frequently accessed by personnel from the Legal, Sales and Marketing and CRM departments in the company. The retrieval process was manually operated by a Document Controlling team. The personnel would place their requests for the required documents, after which the team would search for them in filing cabinets and hand over the physical copies. Upon completion of use, the documents would be collected and filed back into the same location. A log book was maintained to track the ins and outs of each document.
Need For Speed And Accountability
Communications with clients normally take place through e-mails, and data accuracy as well as the speed of retrieving information are extremely important. In today's landscape of technological advancement, the old process is no longer adequate to serve the needs of the company. Apart from the slow retrieval process, the company also finds itself plagued with the perils of loss and misplacement of critical documents, a lack of audit trail and inadequate document tracking.