360 Solutions completes documents digitization of NDC HRD

360 Solutions’ team completed in January 2016 the digitization of Human Resources Department documents of National Drilling Company (NDC), Abu Dhabi- UAE. They moved from paper- based environment to a digital platform in order to drive secure, safe and compliant management of the HR documents. Now the NDC HRD team have all the business critical documents at their fingertips and they do not have to spend hours of their valuable time to look for a certain file or document. Any target search in the digitally structured environment takes just seconds, one and the same document is available to several team members at the same time and they can share it in a secure manner with any third party of choice (government, auditors, etc.) . The digitization eliminates the chances for having incomplete information or let a file get lost.
The Human Resources Department of National Drilling Company (NDC) now benefit from maintaining their documents in an electronic format, enjoying ease of accessibility and storage efficiency.

Document Digitizing- an insight from one of our Validation Site

This is how it looks one of our validation sites. Validation is an important stage in the document digitizing process. It aims to verify the entered data, comparing it with the real data of the images and to exercise a quality control on the quality of image scanning. After completing the validation stage, we output the data in a range of file formats or upload into common databases

Digital archiving- insight

Using digital archiving makes organizations more efficient, saves time and money in finding documents that would otherwise be lost or mislaid. Further savings can be made on the office space and overheads required to store paperwork.
Going paperless also saves the environment and makes the organizations green.

The Document Capture process and some examples

Document capture includes scanning and capturing all the information from paper and electronic files and converting into a format useful to the customer for meaningful search and retrieval (searchable digital archive), delivering it all into core business applications, processes and workflows. The output files can be PDF, JPEG, TIFF, GIF or any other media as required. The electronic files get organized in a selected folder structure, allowing the customer to keep the data safe and easily accessible.

Invoice Processing

For example, with an invoice that you have just captured using our market leading technology, you now will be able to automatically process it through your Accounts Payable System. How? The Intelligent software gathers key information on the Invoice, validates it and then submits to your Accounts Payable process.

Sales Order Processing

Another example, Sales Orders- with capture you can automatically capture the Sales Orders and start the sales order process immediately by automatically getting the information quickly and accurately.

Purchase Purchase order Processing

Let’s continue with the examples…Manufacturers and suppliers have to deal with hundreds and thousands of purchase orders every day, each requiring fast processing and delivery. If organizations have to deal manually with such a volume of documents this will be very expensive, time consuming and inaccurate. The on-going capture technology will allow a very simple and cost effective process- the relevant purchase information gets automatically extracted and exported for example to a logistics application, managing invoicing and delivery.

HR Documents Processing

An example with the HR Department- one of the most paper intensive departments, having to deal with tons of resumes, applications, legal documents, employee records, etc. Our technology will allow for an automatic digital filing of this critical department in any organization by automatically extracting data and identifying, the searchable PDFs supply easy file access from any location.

16 Reasons to digitize your documents

1. Moving to paperless office and going green.

2. Preserving fragile materials and reducing the deodorization of the original documents. Important documents that need to be preserved over time are used very often. When they’re digital, they can be accessed from time to time, and again and they won’t get damaged over time because of the daily use.

3. Business Process improvement- Going paperless increases the efficiency and accuracy of your process while maintaining a lower cost than traditional documents.

4. Saving money and reducing costs-Storing physical paper costs money whether it’s on your company premises or offsite. Recover valuable hours lost in the daily search for information.

5. Immediate availability, Easy accessibility to employees – no wasted time trying to retrieve documents, instantly find a document. On the contrary- a physical (paper) document can only be accessed by one person at a time.

6. Images can be enlarged or enhanced for greater readability.

7. Copies can easily be sent via e-mail.

8. Images can be linked to more than one project or person.

9. Audit trail and preservation for the future, or in case of a natural disaster (flood, fire, etc.)

10. Security and compliance- Digitizing documents allows you to encrypt and secure data in ways that you cannot secure paper documents. Access can also be easily tracked and reported to compliance agencies.

11. Supporting educational and research activities.

12. Streamline work flow. Once a document is digital it can be a part of your document centric business process.

13. Improving customer service and allowing employees to work remotely.

14. Fulfilling strategic mission and goals of organizations. Improves the technical infrastructure and personnel.

15. Prepares for disasters- extra assurance if a disaster strikes.

16. Breaking the “paper habit”.

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