Software Development Company in USASoftware Development Company in USA
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Intelligent Record
Management System

From Excel Spreadsheets to a Robust Centralized Document Repository Solution, Tailored for Multiple Industries

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40%

Reduced
Annual Costs

08

Industries
Implemented

2X

Efficiency

Engagement Model

Project-based

Country

USA

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IRMS not only solved major problems, but also ensured compliance while solving security or lost data issues.

- Client

Project Overview

On-demand, Hidden Brains developed a robust and comprehensive solution tailored to the unique needs of multiple industries. The client had a huge network and collaboration with different stakeholders. Understanding this, they want to build a centralized repository system to organize, manage, and process records.

We built a ‘white label’ solution, a unified platform that streamlines the entire record lifecycle and eliminates data silos and redundancy. Over time, the solution required new features and upgrades. They chose us for our first-hand experience and expertise with the project.

Pain Points

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Our Structured Approach
to Deliver Better Outcomes

We use a simple yet effective framework that guides us through every step, helping us handle challenges with ease. By focusing on what matters, we identify the core issues and put in place solutions that truly work. This approach ensures that every project runs smoothly, without the setbacks of technical debt, delivering results that are both efficient and sustainable. It's about making the process easier, so you can count on lasting success.

Preliminary Investigation

Preliminary
Investigation

Assessed the organization’s administrative, legal, and business environments to pinpoint records management challenges and define the project scope.

Business Activity Analysis

Business Activity
Analysis

Analyzed workflows and processes to understand how records are created, used, and stored across the organization.

Requirements Identification

Requirements
Identification

We gathered and documented specific requirements based on compliance, business needs, and user expectations.

Existing Systems Assessment

Existing Systems
Assessment

Evaluated current systems and repositories, identifying gaps and inefficiencies in records management.

Strategy Development

Strategy
Development

We developed policies and procedures for record control, retention, security, and compliance.

System Design

System
Design

We designed detailed architectures, metadata schemes, workflows, and security models to ensure seamless integration.

Implementation

Implementation
 

Configured the IRMS solution with modules for capture, indexing, search, access control, and compliance.

Testing and Pilot

Testing and
Pilot

Tested the solution on different environments, devices and industries, to ensure that it meets the goals.

Post-implementation Review and Continuous Improvement

Post-implementation Review & Continuous Improvement

We monitored system performance and user adoption, making continuous improvements based on feedback and evolving needs.

Our Impactful Results

Document Digitization & Processing

Document Digitization &
Processing

The use of Optical Character Recognition OCR and ICR enabled the conversion of paper documents into searchable, editable digital files. This improved accessibility and reduced the need for physical storage, cutting down overheads.

Centralized Document Repository

Centralized Document
Repository

By consolidating all records into a single secure repository, we simplified document management. Centralization streamlined access, ensured consistency in document handling, and maintained robust data security.

Access Control & Security

Access Control
& Security

The solution incorporated granular role-based permissions, encryption, and rights management features to protect sensitive documents. We implemented robust audit tracking, ensuring data integrity and regulatory compliance.

Seamless Integration

Seamless
Integration

The system is capable of integrating seamlessly with other platforms and clients’ websites, ensuring that data can be exchanged efficiently across systems.

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Automated Classification & Tagging

Automated Classification &
Tagging

We implemented an automatic classification system that tags documents based on content, source, and sensitivity. This resulted in improved organization, making document retrieval faster and more accurate.

Compliance & Retention Management

Compliance & Retention
Management

We automated the application of retention policies and regulatory compliance checks, ensuring that legal and business governance requirements were met. Audit trails were integrated for full transparency and accountability.

Real-time Reporting & Dashboards

Real-time Reporting &
Dashboards

We implemented automated reporting and visual dashboards, providing real-time insights that helped stakeholders make informed decisions and supported operational transparency.

Scalability & Flexibility

Scalability &
Flexibility

The cloud-based infrastructure ensures the solution can scale as the document volumes grow, providing the flexibility needed to meet the dynamic needs of law firms and lawyers.

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Maintenance and Upgrades

Performance Optimization

With flexible teams and dedicated resources, clients choose us for improving performance and ensuring solutions meet expanding user demands and data loads.

Upgrades
 

We implemented new functionalities and features tailored to specific industry needs, ensuring the system stays relevant and effective as business requirements evolve.

Compliance and Security

Updating security protocols, checking for leaks, and applying patches, we ensured the system remained resilient against potential breaches and aligned with evolving compliance standards.

Migrated to
Angular 17

The system needed to be upgraded as per the latest technology. We modernized the system from AngularJS to Angular 17, enhancing the system's performance, scalability, and long-term maintainability.

Technology Stack We Used

Frequently Asked Questions (FAQs)

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What’s Next?
  • 1 Drop your requirement and
    our expert will analyze further
  • 2 Outlining it, we will build roadmap
    and connect with you
  • 3 Further, finalize the approach
    and begin implementation
Connect with Our Team
  • Govind Chhawchharia - Team Member
  • Parmesh Shah - Team Member
  • Chirag Patel - Team Member
  • Ankit Budhia - Team Member

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