Case Studies

Problem Statement:

• The Secretarial team of EIL were facing 3 major issues from a very long time. The foremost problem was maintenance of the data / minutes of the meeting. Minutes of the meeting is a data that needs to be preserved till the Company exists, so it becomes a challenge to preserve the data of 40 years almost. Maintenance of data in physical form takes a lot of space and lacks backup.
• Another issue was, with the new generation joining the team, they wanted to cross refer or just go through the previous documents. Almost all the data was in physical files & some of them were in butter paper and was fragile & couldn’t be referred many times as it would destroy the physical paper.
• The other issue was that in case anybody wanted to cross refer to the existing documents, they needed to physically check each document. With a data of 40 years which included more than 1000 files, was impossible.

Solution:

In 2022, proCS collaborated with EIL and introduced Board Meeting solution within their organization, which eased the process relating to maintenance of records & conducting Board Meeting. The team of proCS within a month digitalised their entire documents by scanning them and converting it to Optical Character Recognition (“OCR”) searchable format.

Benefits:

• All documents are now streamlined through Board Meeting solution
• A digital library is created where all the documents are maintained
• With the help of access control feature, only the authorised person can view the files
• Track of all the records and appropriate backups
• Text search available within the document

Problem Statement:

GHL use to share heavy files inter and intra department, which included excel, zip & password protected files. It was difficult to convert those files in PDF format and present it in the Board Meeting.

Solution:

In 2022, proCS collaborated with GHL and introduced BMS tool within their organization. With the advent of proCS BMS tool, the employees of the organization were able to share any type of file, which through the BMS tool were converted into a hyperlink and was further shared to the Board. The board of directors with the help of BMS App viewed the documents

Benefits:

• Any type of file can be shared
• Directors can view any type of file through the Directors App
• All documents are streamlined through Board Meeting solution
• Track of all the records and appropriate backups

Problem Statement:

An audit by National Stock Exchange was conducted in OEL. NSE required OEL to submit details relating to communication trail for the Unpublished Price Sensitive Information (“UPSI”) events for a specific period.

Solution:

Since OEL was associated with the PIT tool by proCS, they could easily generate the communication trail report through the tool. Other reports relating to Structural Digital Database (“SDD”) was also downloaded through the tool.

Benefits:

• Ease in National Stock Exchange Audits
• Auto capturing of information required for maintenance of SDD
• Complete email communication trail with attachments
• Zero delay and real time UPSI email capture

Problem Statement:

IEX required annual & periodic disclosures under Prohibition Insider Trading Regulations (“PIT”), 2015 to be in their board approved formats.

Solution:

When proCS joined hands with IEX, the PIT tool had already the functionality of filing of disclosures. But proCS customised its tool and designed the format of disclosure as per the requirements of IEX. With this, IEX was eased out by taking disclosures from its employees in the format as desired by them.

Benefits:

• Customisation of tool as per client’s convenience
• One stop solution for maintenance of all the disclosures at one place
• System generated formats for disclosures
• Auto scheduling of disclosure task on periodic basis