Document management system

KEM Hospitals (Seth G.S Seth Mdeical College), Mumbai

Founded in 1926, the Seth GordhandasSunderdas Medical College (GSMC) and the King Edward Memorial (KEM) Hospital are amongst the foremost teaching and medical care providing institutions in India. The medical college (school) provides training to about 2000 students in undergraduate, postgraduate and super-specialty medical courses.

Challenges

Before SwiftDOCS, KEM hospital struggled with high volumes of physical records and paper-based information. Statutory reporting to the government and managing records to comply with the requirements of the University caused student files, staff records, and property records pile up. These paper documents were managed manually and stored in archives that flooded several years ago, resulting in major damage. "It caused a lot of mold, and we had to do a lot of work to de-mold every piece of paper," said Dr. Lopa Mehta a veteran doctor who is working with institute since 40 years. "That's when we began the journey to digitization."

KEM needed a way to better manage its digital assets around records and documents and facilitate better electronic workflows to enhance the efficiency of many of the processes around the institute.

Solution

After evaluating several solutions, KEM chose SwiftDOCS largely because of its ease of use and highly configurable architecture. "One of the most important things that drove us to SwiftDOCSwas that it enabled us to customize the solution to our requirements," said Dr. Lopa. "We were able to achieve a great deal of integration, not only from other systems to SwiftDOCS, but SwiftDOCS to other systems as well." Institute deployed SwiftDOCSand began moving its digitized content to the platform. Very quickly, SwiftDOCS use cases grew and the institute began not only managing records for its central records area, but also managing records for other autonomous units such as HR records, and its Post Graduate School of Medical as well.

In addition to records, institute also used SwiftDOCS for document management, providing committee members with quick access to students' records for quick student's document related queries. "Before SwdiftDOCS, we had a shared drive where users made updates, but after a while, you didn't know which version was the authoritative version," said Dr. Lopa. "With SwiftDOCS, we were able to consolidate into a central area and people now know for sure what is the single source of truth for any piece of information."

Results

Today, all student records are now electronic files and SwiftDOCS serves as the college's central content repository. The moment student records are scanned, for example, administrators can move the file directly into a specified folder to be automatically routed to the right student record folder. Miscot'sSwiftDOCS platform now contains over 1 million documents and has over 50 users. Each week, approximately 3,000 to 5,000 new documents are uploaded into SwiftDOCS.

The first step was digitizing the content. Now, the Institute is focused on gaining insight into its content. For example, analyzing student records to better understand what factors drive student retention, as well as what information is relevant for statutory reporting. "I would highly recommend Miscot'sSwiftDOCSproduct to any new customers based on the experience we've had," said Dr. Lopa. "SwiftDOCS has been a very important system within the institute. It's hard to imagine that there's any other product that can satisfy so many different use cases in aninstitute environment, where you have many autonomous units, each with their own very specific requirements."