Digitization has created opportunities for everybody to accumulate information in a way they were never able to, and analyze it with speed that just wasn’t there!” This quote by famous American billionaire investment banker Kenneth D. Moelis perfectly exemplifies the kind of impact that digitization has had on organizations lately. With increasing competition across all sectors, businesses are forced to optimize their entire processes and reduce costs by going the ‘Digital’ way. A critical step that most businesses have taken in this regard is to reduce their manual paperwork and digitizing their existing physical records. However, the humongous sum of files that organizations have amassed at their disposal has made it extremely difficult for them to handle, resulting in a heightened demand for effective Document Management Systems(DMS).

If Fortune Business Insights’ recent report is to go by, the global DMS market which stood at $6.23 billion in 2023 is expected to be worth $7.16 billion by 2024 and $24.91 billion by 2032, growing at a CAGR of 16.9 percent during the forecast period. Positioned at the forefront of this digital transformation era through its suits of technology-backed DMS offerings is GREENBOOKS IMAGING SERVICES. Based in Chennai, GREENBOOKS was started in 2013 by A. Kalyankumar, CEO & Managing Director with a vision of facilitating a paperless office environment for diverse variety of organizations, including companies, healthcare businesses, education institutions, libraries and many others. Initially starting its operations converting physical copy files into electrical format, the company then forayed into development of Document Management System in 2017 to cater to clients who have already digitized their documents but are looking for means to handle them efficiently.

In an exclusive interaction with CIO Insider, Kalyankumar shared more information about the company, its primary areas of practice, the differential factors, and many other interesting aspects. Below are a few key extracts from the exclusive interview –

What are the various products and services that GREENBOOKS is currently offering under its DMS portfolio?

As a full-fledged document digitization & management company, we currently have the capacity to digitize around 200,000 papers each day. Our key services include Documents Digitization, Books Digitization and KYC KRA Back-office Services, to name a few. However, our prized possession is ‘Docuventa’ – a document management software which we developed in-house and is considered as our flagship offering. Docuventa is enabling business to streamline their entire document management process through five simple steps – Scanning (digitizing the physical documents), Indexing (systematically allocating serial numbers to each document), Deployment (storing digital records either on a centralized serve or cloud), Archival (compressed storage of dated documents), and Retrieval (easy access to any document through simple keyword input). Some of the other key benefits that Docuventa offers to users include Browser based Document Management, Multi-Level Folder Structure, Smart Search through Document Indexing, Full Text Search (FTS), Bulk Uploading, Encrypted File Storage, Email Archival & Retrieval, and Detailed Logs & Audit Reports and a mobile app for accessing the documents.

password policy, geography based restrictions and Role Based Access Control.

Throw some light on GREENBOOKS’ team of experienced professionals and their impact on the overall organizational success.

GREENBOOKS’ key pillar of strength has been its team members, many of whom have 10+ years of experience in the industry. While its operation team takes care of converting physical documents into digital file, the software development and testing teams are capable providing any kind of document management solution – a note worthy achievement being the development of a JAVA-based enterprise platform that facilitates hassle-free archiving and retrieval of the documents. Going a step further, GREENBOOKS’ team also provides consultation to business about the ways in which they can index their documents so that they can be easily stored, archived and retrieved whenever necessary. This customer-centric approach has been the key differential factor that has enabled the company to maintain an edge in the market.

Share a brief case study that depicts the efficiency of your DMS.

We have provided Docuventa to a renowned eye hospital, who at the time of its development in 2017, had around 100,000 physical patient records. Once our software was in place, we were able to compress the entire record room into a small box. Currently, they have over 300,000 patient records managed by our DMS through which they are not only able to have an efficient retrieval mechanism in place, but also save 10x of their yearly expense on a monthly basis!

Tell us about your company’s growth journey so far, along with its future roadmap.

Till date, we have digitized over 50 million documents so far and are currently serving 50+ corporate clients across the world. Going forward, we are trying to bringin more standardization in terms of being able to easily integrate all the commonly used documents in accounting such as Tally and SAP onto Docuventa. Further, our primary focus over the next one year will be on integrating numerous AI/ML tools such as Chat GPT, OpenAI, Microsoft’s Document Intelligence or Google’s translations for Natural Language Processing to help users search the documents based on their own way of unstructured natural language queries. Having recently identified a national level distributor for our Docuventa DMS, we have plans in place to foray into other countries such as Australia, Malaysia, Indonesia, Singapore, Dubai, US, UK and other western countries.