The primary factor was cost.
While the previous system offered integrated contract review features, QTnet\u2019s 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.<\/p>\n\n\n\n
The main objective was cost optimization. However, the most critical requirement was achieving a \u201czero-downtime migration.\u201d<\/strong> 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. Since the legacy system operated under an annual contract, the project timeline was designed by back-calculating from the contract expiration date. Weekly meetings with the SignTime team played a crucial role in the project\u2019s success. This collaborative, \u201caccompanied\u201d approach ensured steady progress and reduced anxiety throughout the migration process.<\/p>\n\n\n\n The most time-intensive task was internal verification to prevent missing files. The workflow remains structurally similar:<\/p>\n\n\n\n At the time of registration, departments also provide:<\/p>\n\n\n\n This information is recorded within the system to ensure accurate renewal management.<\/p>\n\n\n\n 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.<\/p>\n\n\n\n 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.<\/p>\n\n\n\n <\/p>\n\n\n\n QTnet\u2019s internal cybersecurity policies require IP address restrictions when using external servers. The migration resulted in approximately 25% annual cost savings<\/strong>. QTnet is currently piloting AI-based contract data reading features within the Business Operations Group. QTnet\u2019s case demonstrates three critical success factors for contract management system migration:<\/p>\n\n\n\n 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.<\/p>\n","protected":false},"featured_media":1300,"parent":0,"template":"","casestudy_cat":[17,113,14],"class_list":["post-1298","casestudy","type-casestudy","status-publish","has-post-thumbnail","hentry","casestudy_cat-cost-consumption","casestudy_cat-information-communications-technology-ict","casestudy_cat-large"],"yoast_head":"\n
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.<\/p>\n\n\n\nThe Migration Project: Moving 4,500 Contract Files to the Cloud Without Stopping Operations<\/h2>\n\n\n\n
What were your main concerns before migration?<\/h3>\n\n\n\n
Given the volume, verification efforts were expected to be significant.<\/p>\n\n\n\nHow was the migration planned and executed?<\/h3>\n\n\n\n
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.<\/p>\n\n\n\nWeekly Project Coordination Ensured Transparency and Progress<\/h1>\n\n\n\n
Given the scale of 4,500 files, it was essential to maintain visibility into progress and quickly resolve uncertainties. During these regular meetings:<\/p>\n\n\n\n\n
What was the most time-consuming aspect?<\/h3>\n\n\n\n
Upload volumes were managed by responsible personnel, and file counts were cross-checked manually. This thorough process ensured a smooth transition without major issues.<\/p>\n\n\n\nPost-Migration Operations: Improving Contract Management Efficiency<\/h2>\n\n\n\n
What is your current document storage workflow?<\/h3>\n\n\n\n
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Key Features Utilized: Alerts and Tags<\/h1>\n\n\n\n
Alert Functionality<\/h3>\n\n\n\n
Tag Standardization<\/h3>\n\n\n\n
Meeting Security Requirements: Mandatory IP Address Restrictions<\/h2>\n\n\n\n
This requirement was a mandatory condition for system selection. SignTime implemented the IP restriction functionality smoothly, ensuring compliance with security standards while maintaining usability.<\/p>\n\n\n\nMeasurable Business Impact: 25% Annual Cost Reduction<\/h2>\n\n\n\n
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.<\/p>\n\n\n\nExploring AI-Powered Contract Data Extraction<\/h2>\n\n\n\n
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.<\/p>\n\n\n\nKey Takeaways: Best Practices for Contract Management System Migration<\/h2>\n\n\n\n
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