Pernod Ricard, a global leader in the wines and spirits industry, manages thousands of documents across multiple regions, including regulatory files, product specifications, compliance records, and vendor contracts. The lack of a centralized system led to inefficiencies, version control issues, and compliance risks.
We implemented a comprehensive Enterprise Document Management Solution (DMS) that unified their document repositories, automated workflows, and ensured strict access controls. This transformation enabled seamless collaboration across teams while maintaining regulatory compliance and data security.
Wines & Spirits Manufacturing
Access Control & Security, Cloud Infrastructure, Document Versioning & Audit Trail, Enterprise Document Management Solution (DMS
Our objective was to implement a centralized, secure, and intelligent document management system that would eliminate inefficiencies, ensure regulatory compliance, and enable seamless collaboration across Pernod Ricard’s global operations.
We deployed a cloud-native DMS built on Microsoft SharePoint Online with custom taxonomies tailored to Pernod Ricard’s business structure. The solution included automated metadata tagging using AI-powered classification, enabling intelligent search and retrieval. Documents were organized hierarchically by department, region, and document type, with advanced filtering capabilities that reduced search time by 75%.
The system incorporated Azure Active Directory integration for single sign-on (SSO) and multi-factor authentication (MFA). We implemented granular role-based access controls (RBAC), ensuring employees could only access documents relevant to their roles. Data encryption at rest and in transit, combined with DLP (Data Loss Prevention) policies, protected sensitive information from unauthorized access or leaks.
We enabled automatic version control with check-in/check-out functionality, ensuring only one user could edit a document at a time. Every action—creation, modification, deletion, or access—was logged in an immutable audit trail. Automated retention policies ensured compliance with industry regulations, with automatic archival and deletion based on predefined rules.
Documents were scattered across local drives, shared folders, and email threads, making it nearly impossible to locate critical files quickly. Teams wasted significant time searching for the latest versions of documents.
Multiple versions of the same document circulated simultaneously, leading to confusion and errors. There was no systematic way to track changes or identify the most current version.
The Enterprise DMS transformed Pernod Ricard’s document management landscape, delivering measurable improvements in efficiency, compliance, and collaboration.
Employees now locate documents in seconds rather than minutes, thanks to AI-powered search and intelligent categorization. This has freed up approximately 15 hours per employee per month for value-added activities.
Complete audit trail visibility and automated retention policies ensured full compliance with regulatory requirements. The company successfully passed external audits with zero document-related findings.
Real-time co-authoring capabilities and controlled document sharing enabled teams across different geographies to work together seamlessly. Project completion times decreased by 40% due to improved collaboration efficiency.
