Putting a document warehouse online.
In 2012 we designed a cloud-based document storage and management system for CBSL Group, so customers could keep, search and retrieve physical and digital documents from one account.
- Client
- CBSL Group
- Year
- 2012
- Scope
- Customer website, back-office operations and warehouse inventory
Pick-up
Digitisation
Index sheet
Online access
From a paper document at the customer’s office to a searchable record in an online account.
A service for storing, finding and retrieving documents.
CBSL Group wanted an online document storage application to run as a commercial service for its customers: document storage, management and retrieval features for customers, and back-end management features for CBSL’s own staff.
Many documents start on paper. The system therefore had to follow a document from pick-up at the customer’s office, through digitisation and indexing, to a warehouse rack and an online account, keeping the physical and digital copies connected.
What the system does.
A document rack in the browser
The customer dashboard shows documents as a physical rack, categorised by type, department and importance, or as thumbnails with a print preview of every page.
- Create and delete folders, and drag documents between them.
- Download a document, or a whole folder as a compressed file.
- A desk where several documents are dragged for batch operations.
- An inventory view of digital and physical storage.
Search through the index sheet
Each document carries an index sheet filled in during digitisation. Customers search by document type, department, creation date and other custom fields.
Sharing that expires
Share a document by entering an email address, which sends it as an attachment, or share a link that stays valid only for the duration the customer selects.
Accounts for small and medium businesses
Each business gets a default admin who can create users by department, view their activity and move documents between departments, with an approval step before a document changes department.
Pick-up and delivery
Customers schedule the pick-up or delivery of a physical document with date, time and address, and follow the status of each request. Staff receive the requests, schedule field teams and print a pick-up slip.
Reminders
Date and time reminders attached to a document send an email to the addresses specified when they fall due.
Warehouse inventory and barcodes
Every physical document sits in a plastic folder with a barcode slip carrying a unique document ID, its physical storage location and the customer ID. The file rack is tagged to the customer, so staff can find a physical document by searching the customer record.
Management reports
Managers get reports on:
- Client package detailed break-up
- Document pick-up and delivery
- Document physical storage
- Accounts receivable and pending payments
- Payment gateway transfers
- Customer activity
Three ways to store a document.
The application supported three storage plans, each changing what the customer can see online.
- Physical only storage: documents are picked up and kept in CBSL’s warehouse. The customer gets online access to the digital index sheet.
- Digital access only: documents are picked up, digitised and returned. The customer gets the digital content and the index sheet.
- Physical storage with digital access: documents are digitised and kept in the warehouse. The customer gets the digital content and the index sheet.
How the project was set up to be delivered.
Assign a team
A development team with one primary contact overseeing the project and communicating between CBSL and the developers.
Plan and design
Database and workflow planning, a site map, and mockups of the layout and visual style, approved before development.
Develop in milestones
A first draft, then one round of change requests for the second draft.
Test in two cycles
Alpha and Beta testing, followed by CBSL’s own review of the whole site.
Deliver and install
The approved system installed on CBSL’s web server and launched.
Train and support
Up to one day of training on location, then technical support by phone and email.
Scope described here follows the project proposal dated June 2012.
Planning a system like this?
Tell us what you need to track, connect or run. We will help identify a practical next step.
- Phone
- 011 6965 2831
- Office
- KLJ Noida One, Block B, Industrial Area, Sector 62, Noida, Uttar Pradesh 201309