In the context of digital transformation, SAIGONBPO’s document management system (BPO-DMS) has become a powerful tool that helps organizations optimize document management and retrieval under the motto “Smart storage – Easy access.” In August 2025, SAIGONBPO successfully deployed the BPO-DMS for a public administrative unit in Ho Chi Minh City. This marks an important milestone and reaffirms the client’s trust in the BPO-DMS provided by SAIGONBPO.

1. Introduction of the Client: a public administrative unit in Ho Chi Minh City

The client using SAIGONBPO’s BPO-DMS is a state-owned organization providing public services, investing in housing projects, and developing business operations in the area. The client has many departments with a large volume of daily documents. Managing and processing documents manually or via email posed significant challenges. After researching solutions, the client decided to implement SAIGONBPO’s BPO-DMS to address these issues effectively.

2. Solution to the client’s “pain points”

Unlike generic “one size fits all” document management software, BPO-DMS was designed and customized by SAIGONBPO to directly solve the operational challenges faced by the client.

3. From challenges to efficiency: How BPO-DMS optimizes workflow

3.1. Document management (Incoming, Outgoing, Internal)

BPO-DMS provides a workflow that controls all incoming, outgoing, and internal documents:

• Search & Access: Allows direct viewing of document content.
• Operational Actions: Create, edit, delete, share, and quickly forward documents.
• Interaction: Supports task assignment and discussion on each document.
• Control: Continuously updates document status and related task progress.

Document Management features of BPO-DMS 

3.2. Task management

The BPO-DMS helps the client’s team handle and manage tasks through:

• A visual task calendar with dashboard view.
• Detailed task lists with add, edit, delete, and progress update functions.

Work Schedule on BPO-DMS (Web & Mobile Versions)

3.3. Mobility and flexibility

BPO-DMS is built on Web and Mobile app platforms (both Android & iOS), enabling smooth work processing anytime, anywhere on various devices without being tied to office equipment.

BPO-DMS Mobile App on the App Store & Google Play

3.4. Additional features

Beyond core functions, BPO-DMS enhances efficiency with:

• Notifications & Alerts: Auto-send alerts for new documents, shared files, tasks assigned, or deadlines approaching.
• Visual Statistics: Provides graphical reports of incoming, outgoing, and internal documents and department activity, helping managers quickly grasp the situation.
• Quick Search: Supports keyword search, advanced filters, and full-text search for fast retrieval.

BPO-DMS provides visual statistics of document volumes

BPO-DMS with task reminder notifications

4. Other highlights of BPO-DMS

In addition to core features, BPO-DMS impresses with advanced technology standards that ensure safety and flexibility:

• Security & Protection: The system implements multi-layer security with detailed role-based permissions for viewing, editing, and deleting specific documents.
• Optimal Infrastructure: Clients don’t need investment in server infrastructure as the software can be deployed quickly using SAIGONBPO’s available infrastructure. BPO-DMS also runs smoothly on basic-spec computers and mobile devices.

5. Results achieved

After deployment and going live, BPO-DMS brought noticeable improvements in the client’s operations, making document management far more convenient and efficient. SAIGONBPO takes pride in understanding the client’s unique workflow to optimize their performance effectively at a reasonable cost. BPO-DMS serves as a key to helping organizations move toward a modern, professional, secure office and enhance productivity in the digital era.

Contact for pricing and demo

SAIGON BPO JOINT STOCK COMPANY
Address: 4th floor, H3 Building, 384 Hoang Dieu Street, Khanh Hoi Ward, Ho Chi Minh City, Vietnam
Email: quotation@saigonbpo.vn
Phone: 028 7300 8184

About SAIGONBPO

SAIGON BPO specializes in providing Business Process Outsourcing (BPO) services. Committed to delivering efficient, secure, and high-quality services at reasonable costs, SAIGON BPO aims to become a long-term strategic partner to its clients, accompanying their growth and helping them achieve business objectives in the fastest and most effective way.
SAIGON BPO’s core software solutions include:
Digital Transformation Solutions for Document Management
• BPO-DMS: Document Management System
• BPO-LMS: Library Management System
• BPO-INDEX: Document Indexing and Archiving Software
• BPO-SCAN: Document Digitization Software
• BPO-SOFT: Business Process Automation Software
• BPO-EXTRACT: Automated Document Data Extraction Software
Solutions for Banking – Finance – Insurance Operations
• BPO-CRM: Customer Relationship, Contract, and Call Center Management Software for Telesales, Customer Service and Asset Management via phone
• BPO-Mobile: Mobile application system supporting sales operations, field asset management, and on-site appraisal
• BPO-BOT: Automation solutions including Callbot, Voicebot, and QCbot
To learn more about other BPO services provided by SAIGONBPO, please visit:
https://saigonbpo.vn/