Comprehensive registry (document management) and corporate process and case management solution

Client Description

SZKHT (Szeged Environmental Management Nonprofit Ltd.) is a public service company dedicated to environmental protection and sustainable development in Szeged and its surroundings. Its main responsibilities include waste management, maintaining public cleanliness, and caring for green spaces. SZKHT aims to provide a clean and livable environment for residents while promoting environmental awareness and sustainable living. The company also actively participates in environmental education programs within local communities and schools.

Project General Description

We provided a comprehensive solution with the Docman document management system for the five companies in the SZKHT group. This project is an excellent example of how to effectively manage the documentation needs of complex corporate structures. With the implementation of the system, there was a significant improvement in the processes for incoming and outgoing correspondence, financial and legal documentation, as well as complaint handling. Docman not only addressed the storage and organization of documents but also enabled the optimization of related workflows. This holistic approach ensured that every member of the SZKHT group could collaborate seamlessly, thereby improving overall operational efficiency.

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Urban Management Sector
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Logistics
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Accounting
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Public Area Maintenance

Challenge

The five companies used different systems for managing their documents, which complicated unified management and transparency. The client wanted to find a solution for this issue. With the implementation of Docman, this problem was resolved, creating a centralized document repository.

A seamless transition from the previous filing system was an important part of the project. During the process, we had to ensure data integrity and accessibility.

The rapid integration of the Cégkapu into internal processes was an urgent task. Our expert team successfully implemented the solution, ensuring smooth communication with the authorities.

How we helped?

  • Meeting User Needs
  • We successfully integrated the unique requirements identified during business analysis into the system, making Docman a truly user-friendly and efficient solution for SZKHT.
  • Managing Incoming and Outgoing Documents
  • The Docman system automatically categorizes and indexes incoming and outgoing documents, whether they are emails, scanned documents, or digital files. This significantly reduces the need for manual data entry.
  • Automating Workflows
  • Predefined workflows ensure that every document goes through the appropriate approval and processing chain. This increases accuracy and reduces turnaround times.
  • Complaint Management
  • Docman includes a dedicated complaint management module that allows for the quick recording, categorization, and tracking of resolution processes for complaints. This improves customer service efficiency and customer satisfaction.
  • Migration
  • This process was critical, as it was essential to ensure that no important documents were lost and that the company’s operations remained continuous during the transition.
  • Business Analysis
  • During the analysis, we employed various methods, including process mapping, user interviews, and data analysis. This allowed us not only to identify current issues but also to uncover future development opportunities. Based on the insights gained, we were able to customize the Docman system to become a reliable and user-friendly solution.
  • Oracle Database
  • Oracle Exadata
  • KVM