Case Study

Background

One of India’s leading financial institutions faced significant challenges with its manual document management system. This system was plagued by misplaced files, inefficient retrieval processes, and a lack of real-time tracking, leading to operational inefficiencies and compromised accuracy. To overcome these challenges and enhance their document management capabilities, the institution collaborated with ID Tech to implement an advanced RAIN-based file-tracking solution.

Challenges

Manual Data Entry & Counting:

  • Process: Manual data entry at each step, from the hub to the service branch.
  • Impact: Frequent errors compromised reliability.

Time-Consuming Reconciliation:

  • Process: Multi-step manual reconciliation involving updates to the Record Keeping System (RKS) and delayed RAIN sticker generation.
  • Impact: Labor-intensive and time-consuming, often taking hours or days.

Lack of Physical Identity:

  • Process: Dockets stored without physical identifiers.
  • Impact: Difficulty in tracking file status, leading to misplaced documents.

No Data on File Life Cycle:

  • Process: No tracking of file movements or handling history.
  • Impact: Lack of visibility and accountability.

Prone to Manual Errors:

  • Process: Heavy reliance on manual interventions throughout.
  • Impact: High susceptibility to errors, affecting accuracy and efficiency.

Delayed RFID Sticker Generation:

  • Process: Stickers generated only after vault acknowledgment.
  • Impact: Delayed tracking and inefficient file management.

At ID Tech, we are proud to have achieved a 99.8% accuracy rate with our RFID-based file tracking solution. This level of precision highlights our commitment to delivering reliable and efficient document management solutions that significantly enhance operational accuracy and efficiency.

Solution

ID Tech’s comprehensive RAIN -based file tracking system includes:

  • RAIN Labels: Unique RAIN tags were affixed to each file and packet, providing a distinct digital identity and enabling real-time tracking.
  • Handheld Reader: Staff were equipped with RAIN readers to quickly scan and update file information, enhancing accuracy and efficiency.
  • Software Solution: An integrated software solution was implemented to manage file registration, reconciliation, search, and identification, providing real-time updates and seamless integration with existing systems.

Implementation

The RAIN File Tracking System deployment was completed swiftly, minimizing disruption to ongoing operations. The process involved:

  • File Registration: Each file was tagged with an RAIN  label and entered into the system.
  • Reconciliation: The RAIN  system enabled quick and accurate reconciliation of files, reducing the time spent on this process from hours to minutes.
  • Search and Identification: Files could be easily located using the handheld reader, significantly reducing search times and improving overall efficiency.

Results

  • Asset Reconciliation: Enabled precise and rapid reconciliation of physical assets with recorded entries, reducing discrepancies and improving overall asset management accuracy.
  • Improved Efficiency: The RAIN system streamlined file management processes, resulting in a 70% reduction in retrieval times, allowing staff to focus on more critical tasks.
  • 99.8% Accuracy: The RAIN  solution achieved an impressive accuracy rate of 99.8% in file tracking, reducing errors and improving reliability.
  • Enhanced Security: RAIN tags and access controls bolstered security, ensuring that only authorized personnel could access sensitive documents.
  • Cost Savings: The automation of file tracking and reconciliation led to significant cost savings by reducing the need for manual labor and minimizing errors.
  • Better Shelf/Rack Management: The system facilitated efficient management of shelves and racks, optimizing storage space and improving organization.
  • Quick Location of Misplaced Files: The ability to locate misplaced files with ease reduced downtime and improved overall operational efficiency.
  • Efficient Auditing: The RAIN system streamlined auditing processes, providing accurate and up-to-date records of file movement and status.

Conclusion

ID Tech‘s RAIN-based solution proved instrumental in transforming the document management processes of this leading financial institution. With real-time tracking, enhanced accuracy, and reduced retrieval times, the solution provided a scalable and efficient system that met the institution’s operational needs. The institution now benefits from a reliable, secure, and highly efficient file tracking system that has set a new benchmark for document management in the BFSI and BPM sectors.