Construction industry is not only capital intensive industry it is also document intensive. Managing various business documents (engineering drawings, contract documents, legal documents, pre-qualification documents, correspondence, etc.) and standard documents (taxation, legal, power-of-attorney, bank guarantees, court cases, employee documents, etc.) is a Herculean task. Common challenges in this regard are as follows: 1. The filing system of physical documents is individual driven. In such cases retrieval of required documents also becomes challenging. Also the time required to search document is unproductive 2. Tracking ‘change history’ is a challenge for documents like contracts, engineering drawings 3. Document storage requires significant amount of storage space. Also the documents are susceptible to damage due to ageing Solution and benefits: 1. Document management system (DMS) enables to store the documents electronically in a systematic standardized manner across the organization.

1. DocLife
Contracts Communication Document Management System

2. Authorized control of
contract document and
Reduction in time
leading to faster
response to client
Contractual SLA for
communications are
not missed and Ready
availability of all
critical documents for
Claims/EOT
Person specific dependency is
reduced and Tracking of
correspondence made easier
Critical contractual communication
are managed in system and Central
repository of all contractual
communication
Dashboards to
take timely action
Benefits To Organization
Need For Contract Communication Document Management
• No mechanism to track timeliness & compliance of to & fro client communications
• Scattered way of contractual documentation across projects
• Manage & retrieve Client correspondence across various projects
• Outward letters formats not standardized as per guidelines
• Unorganized review and approval system for client communication
• Difficulty to retrieve documents for particular event/subject for claims submission
• Manual tracking of document. Missing important communications with client
• Availability or frequent change of skilled resources at Project site for critical communication
“We at Highbar with our deep understanding of infrastructure and real estate domain, has
developed an automated tool for contracts document management system “DocLife” to
have communication with clients in structured way & track each communication.
Reduction in time leading
to faster response to
client

3. Key Features
Key Differentiator
• Standardized letter formats for Outward communication
• Centralized document storage
• Flexibility to define and change folder structure
• Configurable approval workflow for Outward
communication
• Configurable alert mechanism for Inward communication
received
• Project specific document access control
• Escalation mechanism for pending approvals
• Escalation mechanism for Un-replied incoming
communications of clients
Linkage of
Inward &
Outward
Communication
Pre-defined
templates for
structured
communication
Flexible
customization of
workflow (no
programming
required)
Escalation
mechanism for
inwards
communication
Centralize
storage of
documents

4. Highbar Technocrat Limited
D-Wing, 14th Floor, Empire Tower, Reliable Cloud City,
Off. Thane Belapur Road, Airoli, Navi Mumbai - 400 708
Tel: +91 22 6279 2000 | Email: enquiry@highbartech.com
Website: www.highbartechnocrat.com | /highbartechnologies
Raising The Bar