INEIGHT CASE STUDY:
TOYO
ENHANCED SECURITY
Cyber security is always evolving, and being able to trust the security of your system is critical. As Mohta says: “It’s very comforting to have a single source of truth and be able to ensure that vendors can’t see other vendors’ documents. We have the ability to control and restrict access.”
InEight’s high level of security was underscored during a recent project with a client who mandated that all project systems conform to its strict security requirements and initially proposed using its own system for document control. “They had many reservations about transitioning to InEight Document, from a security aspect. However, for TOYO, using the client’s document management system would create inefficiencies in our internal workflows, so we initiated a dialogue around the security compliance requirements,” Mohta says.
Eventually, the client agreed to consider InEight Document – “they sent us a very exhaustive security questionnaire with around 350 points to ensure that the system complied,” Mohta recalls – and InEight passed the security assessment. The project progressed with two systems in place, utilizing efficient semi-automated document transfer among partners.
However, after the review of supplier documents in both systems, the client realized the inefficiency of operating the two systems. The project partners discussed ways to become more efficient during joint review, leading to the selection of InEight Document. TOYO’s team invited the client’s users to InEight Document to manage review in only one system. The project partners ultimately used InEight Document to conduct reviews of more than 17,000 vendor drawings. With such improved efficiency, the client showed willingness to use InEight Document on future projects.
“It is a huge endorsement of the system that they finally decided to use InEight Document, and it had a very positive impact on the overall project performance and execution. This experience provided a template for efficient handling by two systems, a common practice for many projects,” Mohta says.
3 Days for Project Kickoff
InEight helped TOYO slash the set-up time needed for a new project from three weeks to three days.
50% Increase in Support Efficiency
TOYO streamlined its global support operations with InEight Document, requiring only 5 team members compared to the 10 needed for its previous in-house solution.
1,000,000+ Documents Uploaded
Since using InEight, TOYO has uploaded over 1,000,000 project documents.
MINIMIZING TOYO’S WORKLOAD
With InEight Document’s expanded use across projects, TOYO was able to streamline its support requirements dramatically: only five team members now support InEight Document, compared to 10 for the previous in-house solution. With InEight’s team providing dedicated product support for InEight Document, TOYO no longer needs to offer the EDMS support as it did previously, allowing TOYO’s internal support team to focus on higher-level project support.
“That's what we really needed help with, and it’s been a very big improvement on the support side – having support 24 hours a day, 365 days a year,” Mohta says.
By leveraging InEight Document as a single source of truth, TOYO has also improved compliance and accelerated document cycles. Setting up a new project now takes just three days, down from three weeks with the previous system. “The workflow function of InEight Document records every step of the approval process in the system log, which saves time and is highly secure, entirely replacing the previous wet signature-based approval,” Yamada says.