Introduction
Gujarat Fluorochemicals Limited (GFL), a leading manufacturer of fluorochemicals headquartered in Dahej,
Gujarat faced a significant challenge in managing and securing the live data of its rapidly growing volume of
documents. While talking about the documents to manage, including contracts, invoices, proposals, JMR cost-tracking,
procurement tracking, lab reporting, and more, the company's existing document management system was struggling to
keep up.
GFL needed a solution that could provide centralized storage with robust security to secure their live data enabling
efficient search and retrieval. Apart from the specifications and customization, the business needed a solution that
could fit their budget and get implemented within a short period of time.
Challenges and needs of the fluorochemical manufacturing company
- Uncontrolled document proliferation: GFL's documents were scattered across various
folders and systems including emails and Excel sheets, making it difficult to find the right information
quickly.
- Version control issues: Multiple versions of the same document existed, leading to
confusion and errors.
- Limited accessibility: Remote employees and external collaborators had limited access to
critical documents. The rapidly growing business demanded a solution that can be easily accessed remotely by
different departments.
- Manual Process: GFL has engineering plants spread across various locations. Previously,
all documentation processes were managed manually on paper. This caused significant delays as physical
documents had to be sent back and forth from the manufacturing plants over long distances between
sites.
- Compliance concerns: GFL needed a system that could ensure compliance with industry
regulations and data privacy laws with a centralized repository.
- Performance issues: SharePoint Online list has a threshold limit of five thousand
documents per library and with the scale of more than 11 million documents it was almost impossible to
manage it without compromising of performance and security.
- Time-consuming document search: Employees waste valuable time hunting for documents
within the extensive libraries, hindering productivity.
- Improper filing: Generic SharePoint indexing could not capture the nuanced details and
descriptors needed for quick and accurate searches. Adding custom meta-data was complex for business users
without IT expertise.
- Ineffective search results: Without proper categorization, searches miss relevant
documents or return irrelevant ones, wasting time and effort.
How Titan Workspace solved the challenges faced by GFL
In 2023 year, GFL implemented Titan Workspace's Document Management System Module to address these challenges. The
solution was integrated seamlessly with GFL's existing Microsoft 365 environment, leveraging the familiar SharePoint
interface and Power Automate capabilities. This made it easy for users to adopt the new system and minimize
disruption to their workflows.
Interestingly within just 1 year, GFL has successfully stored 11 million documents within the document management
system in a single M365 tenant.
Quantifiable Results
- 11 million documents in single M365 tenant: With document management system, the company
has now centralized all GFL's documents, making them easily accessible to authorized users.
- Reduced search time: With dynamic search features, users can now find the documents they
need in a span of a few minutes, regardless of their location.
- Improved version control: It has been ensured that only the latest version of each
document is accessible, eliminating confusion and errors.
- Enhanced accessibility: Remote employees and external collaborators can now securely
access documents through a web browser or mobile app.
- Increased compliance: Titan Workspace's robust security features and audit trails help
GFL meet industry regulations and data privacy laws.
- Enhanced Performance: Titan Workspace helped the client structure their 11 million
documents in a way that the limitation of 5000 records per library did not impact performance or security.
The unique architecture conquered SharePoint's limitations, enabling the client to manage millions of
documents within M365.
Business Benefit
- Increased efficiency: The document management processes, saving time and
resources.
- Reduced costs: Improved document management has led to cost savings in
storage,
printing, and IT support.
- Improved collaboration: Titan Workspace facilitates collaboration and
information
sharing across teams, departments, and external partners.
- Enhanced security: The security and integrity of GFL's documents with
advanced security
features and access controls has been enhanced.
- Low/No-Code Capabilities: Titan Workspace’s low/No-Code Capabilities
empowered the
workforce of the company to access the document management system without any coding knowledge and IT
support. The company along with their workforce was able to focus on more productive tasks rather than
technical learning.
Testimonial
“Titan Workspace has revolutionized our document management process. The consolidation and filing of documents
into secured and all-time available repositories have made it incredibly easy for us to locate them quickly.
This efficiency has not only saved us valuable time but also significantly improved our document control and
collaboration within and outside the organization. I highly recommend this platform to any organization looking
to enhance their document management system and team collaboration.”
Saurabh Gupta
Group Chief Digital and Information Officer