Case Studies

Business Challenge

• The client needed to spend significantly on physical document storage and document management tools.
• Staff members had to manually search through files whenever they needed specific data.
• Slow access to property documents sometimes caused delayed responses to customer inquiries.

Our Solution

We designed a structured workflow to handle the project efficiently.

1. Deployment of Dedicated Project Team
   • Assigned a team of seasoned digitization professionals.
   • Selected a team leader to manage the entire team and project workflow.
   • Established clear task allocation and monitoring processes.
2. Project Planning and Scheduling
   • Framed an accurate project schedule before project initiation.
   • Created document batches for organized processing.
   • Ensured seamless workflow to meet the project deadline.
3. Document Digitization Process
   • Transformed all paper-based real estate documents into digital formats.
   • Categorized the entire digitized data into different files for easy access.
   • Ensured standard formatting and proper document storage.
4. Quality Assurance Measures
   • Conducted multi-tier quality checks to identify errors and fix them in real time.
   • Verified digital files to maintain data accuracy.

Results

• Document retrieval time reduced by 75%.
• 50% reduction in storage space.
• Easy accessibility of property records.
• Operational cost reduction up to 20%.

Business Challenge

• The client needed an online platform to offer online classes.
• The institution lacked a centralized system to evaluate the progress of its students.
• Existing methods were not sufficient to ensure an engaging digital learning experience.
• The client wanted an intuitive and scalable learning application.

Our Solution

We designed a personalized mobile application by analysing client requirements.

1. Requirement Analysis and Planning
   • Conducted elaborate discussions with client management.
   • Collected specific requirements.
   • Identified important features based on the institution's learning method.
2. Dedicated Development Team
   • Assigned a team of mobile app developers.
   • Appointed a team leader to monitor the progress of the entire project and maintain seamless collaboration between team members.
   • Ensured uninterrupted communication.
3. Custom Application Development
   • Developed an e-learning application with live class integration.
   • Included quiz and test modules to ensure complete involvement.
   • Implemented features to monitor and assess the performance of students.
4. User Experience and Testing
   • Conducted multiple tests to ensure the functionality of the application.
   • Optimized app performance for a smooth user experience.

Results

• Improvement in student engagement.
• Enabled accurate tracking of student progress.
• Enhanced the digital experience for the academy.

Business Challenge

The client was collecting approximately ~75,000 retail receipts per day as part of a consumer purchase behavior research program.

Each receipt required:

• Line-by-line item entry
• Product name extraction
• Category tagging
• Price capture
• Date verification
• Store identification
• Promotion flagging

All data needed to be entered into the client's proprietary CRM system within 24 hours.

The client faced:

• High operational costs in the US
• Difficulty scaling workforce quickly
• Strict 24-hour SLA requirement
• Data accuracy sensitivity (research-based reporting)

Our Solution

We designed a structured offshore processing model:

1. Dedicated Team Deployment
   • Deployed a scalable team based on daily volume
   • Shift-based model to meet 24-hour turnaround
   • Backup resources to manage peak loads
2. Process Documentation
   • Created SOPs based on client guidelines
   • Defined validation rules
   • Built category standardization framework
3. Quality Control Structure
   • 2-level quality check
   • Random audit sampling
   • Error-tracking dashboard
   • Daily reporting to client
4. Performance Benchmarks
   • 24-hour turnaround compliance
   • 99%+ accuracy rate
   • Real-time communication with client coordinators

Results

• Successfully processed ~75,000 receipts per day
• Maintained strict 24-hour SLA
• Reduced client operational costs significantly
• Scalable workforce model
• Long-term engagement until client paused outsourcing model in 2019
• We continue to support this client during seasonal high-volume campaigns (including the November cycle)

Business Challenge

The client was spending significantly on:

• Hiring qualified accounting professionals in the UK
• Payroll, benefits, office space
• Administrative overhead

They required:

• Accounts payable processing
• Invoice verification
• Reconciliation
• Data entry into accounting systems
• Strict compliance with UK accounting standards

Cost reduction without compromising quality was their primary objective.

Our Solution

We proposed a dedicated offshore finance team model:

1. Team Setup
   • Hired 20 accounting professionals in India
   • Selected based on client-defined qualifications
   • Trained according to client SOP & compliance standards
2. Dedicated Model
   • Exclusive team aligned only to this client
   • Direct communication with UK managers
   • Performance monitoring dashboard
3. Process Control
   • Defined KPIs
   • Error-tracking system
   • Weekly review meetings
   • SLA-driven workflow
4. Data Security
   • Controlled system access
   • Confidentiality agreements
   • Secure remote access protocols

Results

• Operational cost reduction up to 50%
• Stable team retention
• Improved process efficiency
• Project running successfully since 2021
• Long-term strategic partnership

Our Clients' Words

Business Challenge

The client had over 50 million A4 and A3 physical documents stored in a warehouse.

These documents included:

• Contracts
• Legal records
• Financial documents
• Operational files
• Historical records

These documents were critical for:

• Future reference
• Legal compliance
• Audit requirements
• Internal operational use

A few months before we approached them, the company experienced an electrical short circuit, which resulted in partial damage and loss of some physical records.

This incident highlighted serious risks:

• No digital backup
• Fire & electrical hazards
• High physical storage cost
• Slow retrieval process
• Risk of permanent data loss

They urgently required a secure and scalable digitization solution.

Our Solution

We proposed a complete end-to-end document digitization and management system.

Onsite Team Deployment

• Deployed a trained scanning & indexing team to client premises
• Implemented batch-wise document handling process
• Established document tracking protocol
• Ensured strict confidentiality and controlled access

Professional Scanning Process

• High-resolution scanning of A4 & A3 documents
• Image enhancement & quality verification
• Indexing-based document tracking (where applicable)
• File naming standardization

Every scanned file passed through:

• Quality check stage 1 (image clarity & completeness)
• Quality check stage 2 (indexing accuracy validation)

Indexing & Metadata Structuring

Each document was indexed based on:

• Document number
• Client reference number
• Date
• Department
• Category
• Custom fields defined by the client

This allowed quick search and structured retrieval.

Custom Document Management System (DMS)

We developed and implemented a secure DMS platform with:

• Advanced search functionality
• Search by document number, name, or keyword
• Role-based access control
• Audit trail monitoring
• Multi-user access
• Structured folder hierarchy

Backup & Data Security

• Primary server storage
• External backup system
• Redundant data backup
• Secure archival storage

This ensured:

• No future risk of data loss
• Business continuity protection

Results

• Digitized 50+ million documents
• Eliminated dependency on physical files
• Reduced warehouse storage requirement significantly
• Faster document retrieval (from hours to seconds)
• Improved compliance & audit readiness
• Protected company from future disaster-related data loss

Today, the client can access any document instantly using document number, name, or keyword through the DMS platform.