Background:
Moolchand Mill, a renowned fashion retailer in Pune, faced a significant challenge in managing the documentation of its 2000 employees spread across 17 outlets in the state. The HR departmentgrappled with the inefficiencies of a paper-based system, leading to delays in accessing, updating, and retrieving crucial employee records.
The Challenge:
Inefficient Paper-Based System: Moolchand Mill’s HR department struggled with maintaining, organizing, and retrieving a vast volume of employee documents, including contracts, performance reviews, certifications, and personal records.
Compliance and Security Concerns: Ensuring compliance with labor laws and maintaining the security of sensitive employee data were constant concerns. The manual system made it challenging to track document access and maintain data confidentiality.
Centralized Document Repository: NTE.AI provided a centralized digital repository for all employee documents. This allowed HR staff across all outlets to access and update records in real-time, eliminating the need for physical document transfer.
The Solution: NTE.AI Document Management System
Moolchand Mill recognized the need for a modern, efficient, and secure document management system. They turned to NTE.AI, an intuitive document management system powered by artificial intelligence.
Advanced Search and Retrieval: NTE.AI’s AI-driven search capabilities made finding specific documents a breeze. HR personnel could instantly locate and retrieve records, improving response times for employee queries and compliance audits.
Automated Document Classification: The system automatically classified documents based on content, making it easier to sort and organize files. This reduced manual data entry and minimized the risk of misclassification.
Enhanced Security and Compliance: NTE.AI ensured data security through role-based access control and encryption. Audit trails provided visibility into who accessed or modified documents, aiding in compliance with data protection regulations.
Cost and Space Savings: By going paperless, Moolchand Mill reduced printing and storage costs. The HR department reclaimed valuable office space once occupied by filing cabinets.
Results:
Document retrieval time reduced by 70%, improving HR efficiency.
Compliance audits became smoother and more accurate.
Enhanced data security boosted employee trust in data handling.
Significant cost savings and reduced environmental impact through paper reduction.
Conclusion:
NTE.AI’s intuitive document management system transformed Moolchand Mill’s HR department. The transition from a paper-based system to a digital repository streamlined processes, enhanced security, and resulted in substantial cost savings. Moolchand Mill is now better equipped to manage its extensive workforce while maintaining compliance and data integrity.
