Pre-Migration Challenges: Why QTnet Reconsidered Its Contract Management System

What prompted the migration from the previous contract management service to SignTime?

The primary factor was cost.
While the previous system offered integrated contract review features, QTnet’s actual use case centered on document storage and retrieval. Not all features were fully utilized, and some were considered excessive for their needs.
This prompted a reassessment of whether the system configuration aligned with operational realities and whether a more streamlined, cost-effective solution could be implemented.

What was the main objective of the migration?

The main objective was cost optimization. However, the most critical requirement was achieving a “zero-downtime migration.”
Contracts are referenced daily across departments. Any period during which contracts could not be accessed would have had significant operational impact. Minimizing disruption was a non-negotiable condition.

The Migration Project: Moving 4,500 Contract Files to the Cloud Without Stopping Operations

What were your main concerns before migration?

Approximately 4,500 contract files were stored in the legacy system. The greatest concern was ensuring that every file would be migrated accurately and without omissions.
Given the volume, verification efforts were expected to be significant.

How was the migration planned and executed?

Since the legacy system operated under an annual contract, the project timeline was designed by back-calculating from the contract expiration date.
QTnet first subscribed to SignTime and intentionally overlapped both systems during the transition period. This ensured continuous access to contracts during migration and eliminated the risk of service interruption.
The overall project took approximately two months, including preparation. The actual migration process required about one month and was completed smoothly.

Weekly Project Coordination Ensured Transparency and Progress

Weekly meetings with the SignTime team played a crucial role in the project’s success.
Given the scale of 4,500 files, it was essential to maintain visibility into progress and quickly resolve uncertainties. During these regular meetings:

• Progress updates were shared
• Open questions were identified
• Issues were resolved in real time

This collaborative, “accompanied” approach ensured steady progress and reduced anxiety throughout the migration process.

What was the most time-consuming aspect?

The most time-intensive task was internal verification to prevent missing files.
Upload volumes were managed by responsible personnel, and file counts were cross-checked manually. This thorough process ensured a smooth transition without major issues.

Post-Migration Operations: Improving Contract Management Efficiency

What is your current document storage workflow?

The workflow remains structurally similar:

1. Each department scans paper contracts into PDF format
2. PDFs are shared with the Business Operations Group
3. The documents are uploaded into SignTime

At the time of registration, departments also provide:

• Whether the contract includes automatic renewal
• The alert timing (e.g., 30 or 90 days before renewal)

This information is recorded within the system to ensure accurate renewal management.

Key Features Utilized: Alerts and Tags

Alert Functionality

Alert settings are customized based on contract terms, such as 30 days or 90 days before expiration. This enables proactive renewal management and prevents oversight.

Tag Standardization

QTnet developed internal operational guidelines requiring that automatic renewal status be recorded as a tag. By linking tag information with alert settings, the company significantly reduced the risk of missing automatic renewals.

Meeting Security Requirements: Mandatory IP Address Restrictions

QTnet’s internal cybersecurity policies require IP address restrictions when using external servers.
This requirement was a mandatory condition for system selection. SignTime implemented the IP restriction functionality smoothly, ensuring compliance with security standards while maintaining usability.

Measurable Business Impact: 25% Annual Cost Reduction

The migration resulted in approximately 25% annual cost savings.
By aligning system functionality with actual operational needs, QTnet achieved cost optimization without compromising efficiency.
Compared to previous paper-based storage methods, contract search speed has dramatically improved. Immediate access to documents has increased productivity and streamlined daily operations.

Exploring AI-Powered Contract Data Extraction

QTnet is currently piloting AI-based contract data reading features within the Business Operations Group.
Feedback is being shared with SignTime to refine functionality and enhance practical usability. Based on ongoing evaluation, the company plans to gradually expand usage in the future.

Key Takeaways: Best Practices for Contract Management System Migration

QTnet’s case demonstrates three critical success factors for contract management system migration:

1. Align system functionality with actual operational usage
2. Design overlapping contract periods to prevent downtime
3. Implement rigorous file verification processes to ensure data integrity

For companies considering migrating their contract management systems, this case highlights how to achieve both cost reduction and operational continuity through strategic planning and structured execution.