Tackling the paper pile
Hexaware uses an ECM solution to manage its documents. Rishiraj
Hexaware Technologies found that documents on IT consulting
were dispersed across its offices across the globe. The companys pre-sales
team was finding it difficult to record and find information from physical documents
which had proliferated beyond the point where they could keep track of them.
The sales team had to co-ordinate with many customer-facing as well as pre-sales
teams located across these global offices, with a correspondingly large number
of documents. The need for a responsive process-centric system was felt,
says Janaki Narasimhan, Vice-president, Global Competency Unit, Hexaware.
The company has 16 offices across the world in India, USA, Canada, Britain and
the rest of Europe, and the APAC region. It was getting difficult to manage
these documents which could have been in the hands of different individuals
at different times. Narasimhan says that this consumed a lot of time, so the
need for a system that would permit the central storage of these documents was
Even when it came to digitised documents (or documents originating digitally),
different versions of the same document were being created by individuals across
the globe. This again underscored the need for a system that would allow users
to access only a single version of a file, as determined by the author or administrator.
Narasimhan explains, We were also looking for a solution that would provide
easy and powerful search of data, and enable use to respond faster to our clients
needs. Security was a primary concern for us. The organisation was also
clear that it did not want to deploy a solution that would confuse its users
with a complex interface.
Scalability and post-implementation support were other concerns. The amount
to be spent was a key factor as the deal swung on that. In the end, Xerox was
chosen by Hexaware to be its implementation partner. Narasimhan tells why: We
chose Xerox because they fulfilled our criteria of high-end hardware, system
software, and most important of all, security. According to her, Xerox
also accommodated the time-zone challenges that Hexaware had.
The solution provided by Xerox was the Xerox DocuShare Enterprise Content Management
solution. Narasimhan says that this solution also features a search and index
application that has helped the organisation. This solution is hosted on a four-way
server (Intel Xeon 3.66 GHz processor-based) at Chennai, which has Hexawares
primary site in India). To avoid downtime, the organisation also has a secondary
server hosting the application.
The image capture application lets them capture paper documents as bitmaps.
The solution works on various platforms. If we decide to shift to another
operating system, we wouldnt have to go through much trouble, says
A firewall is in place to stop security threats, both to the server and to the
documents stored on it. Most documents are locally shared over the Intranet.
The creator of the document gets to control access. Thus, Hexaware has tried
to make sure that while the time consumed in creating the documents and making
them available to users is reduced, the security factor is not neglected.
|The solution has helped Hexaware drastically reduce
the use of disc space. Earlier, the company had the same documents stored
on multiple machines. This collectively occupied more space than one version
on a server. DocuShare provided a single repository for their documents
and hence saved space on individual machines. Narasimhan specifically points
out the centralised knowledge base that has been made possible only after
this implementation. She says, "Now documents are stored centrally.
This has cut down on major confusion related to which user has which document,
and so on."
She says that the number of SOS calls from the pre-sales
and sales teams has gone down. The solution also supports multiple formats;
this reduces the time consumed for conversion to compatible formats. What
Narasimhan thinks of as one of the greatest benefits of the implementation
is its ability to archive each incoming and outgoing document.
A fast implementation
Narasimhan says that the implementation started in the first week of August
2005 and was completed in about three weeks. The solution is currently being
extended to other departments in the organisation.