About PT Hi Lex
PT Mitsui / Hi-Lex Indonesia is part of the Mitsui Chemicals Group, a global Japanese chemical company that provides a wide range of high-performance materials and chemical solutions. The company serves various industries, including automotive, electronics, packaging, healthcare, and consumer products, through innovative materials designed to enhance efficiency, quality, and sustainability.
Tantangan
As the Volume of Documents Grows, Managing Them Becomes More Complex
In HRGA activities, documents are an essential part of daily operations. From cooperation agreements and contracts to vehicle registration documents (STNK) and other legal documents, each document needs to be properly stored while its validity period is carefully monitored.
When these processes are still handled manually, the challenge is not only about storing documents, but also ensuring that the required information can be found quickly and followed up on in a timely manner.
Before implementing MDSmartFiles, Hi-Lex Indonesia faced several challenges in document management, including time-consuming document searches, decentralized document storage, limited monitoring across departments, and the absence of a reminder system to track document expiration dates.
These conditions could increase the risk of delays in renewing important documents while also making administrative processes more time-consuming.
From Document Storage to Smarter Document Management
To address these needs, PT Modern Data Solusi (MDS) implemented MDSmartFiles as a Document Management System to support the digitalization of document management at Hi-Lex Indonesia.
The implementation focused not only on adopting the application, but also on ensuring that the system could be tailored to existing administrative needs and processes.
The process began by understanding user requirements and mapping the existing document management workflow. The folder structure, metadata, and user access permissions were then customized to meet the specific needs of HRGA and other related departments.
With this approach, documents are not simply converted from physical to digital formats they become information that is easier to organize, access, manage, and utilize effectively.
Finding Documents Faster with OCR and Metadata Search
One of the key challenges in document management is the search process.
As the volume of stored documents grows, finding a specific file can become increasingly difficult, especially when users have to search through folders or rely solely on file names. MDSmartFiles helps simplify this process through its OCR Search and Metadata Search features.
OCR enables the system to recognize information contained within documents, allowing users to search based on document content rather than relying only on file names. Meanwhile, metadata allows documents to be categorized and searched based on predefined information.
With these capabilities, users can find the documents they need more quickly without having to browse through multiple folders or perform time-consuming manual searches.
Digital Documents → Organized → Easy to Find → Easy to Use → More Efficient Processes
Support from PT Modern Data Solusi
Throughout the MDSmartFiles implementation process, the PT Modern Data Solusi team provided ongoing support to ensure that the system could be effectively utilized according to Hi-Lex Indonesia’s operational needs.
The support covered system configuration and customization, user training, and application troubleshooting whenever users encountered issues. The MDS team also helped ensure that the implemented features effectively supported document management requirements, particularly within HRGA operations.
According to the customer, the support provided by the MDS team contributed to a smooth implementation process and effective use of MDSmartFiles.
“MDSmartFiles helps us manage documents in a more structured way, simplifies the document search process, and helps us monitor document expiration dates through its reminder feature.”
Ms. Ambarwati
HRGA – Hi-Lex Indonesia
Conclusion
Overall, the implementation of MDSmartFiles at Hi-Lex Indonesia has helped transform the company’s document management process from a manual approach into a more centralized and structured system.
Through OCR Search and Metadata Search, documents can be found more easily and efficiently. Meanwhile, the Document Retention & Reminder feature helps the team monitor the expiration dates of important documents, such as contracts, cooperation agreements, operational vehicle registration documents (STNK), and other legal documents, enabling timely follow-up and renewal.
The user access control feature also provides greater control over document access based on each user’s roles and authorization.
This implementation demonstrates that document digitalization goes beyond reducing reliance on physical archives. It also helps create administrative processes that are more organized, easier to monitor, secure, and efficient.
Moving forward, the use of MDSmartFiles can continue to be expanded according to the company’s evolving needs, enabling more integrated document management across departments.
