ADGAS Process Engineering & Energy Department- Digital Archiving

ADGAS Process Engineering

ADGAS Process Engineering & Energy Department is divided into three teams: Operation, Process, and Energy. The vision of the department is to be recognized as a reliable and trusted competent department in shaping the efficient ADGAS Present & Future Operation. The department’s mission is to become the best-in-efficiency Process Engineering & Energy services department .

Challenges due to high volume of paper documents

  • Accessibility: Paper documents consumed the storage space quickly over time. Employees faced difficulties in allocating, sorting, and identifying documents.
  • Productivity: Paper documents resulted in limited access to information of employees from the same team. Moreover, employees’ workload increased as they were trying to match up the documents with existing scanned copies or manually, entering the required data from the documents. These issues resulted from the poor quality of the existing scanned copies.
  • Security: Paper documents could leak out within the organization since individual employees were able to access records and make copies without permission. Paper documents mean low security and lack of privacy.

How document digitization by 360 Solutions enhanced the business process management improvement within the department

  • Easy Access: Documents are accessible to all authorized employees. Employees can retrieve the documents immediately and share them with any other employee. This saves the knowledge workers’ time .
    Searchable Text: A specific text can be searched within the documents, which significantly eases the searching process for required data.
  • Cost Savings: The cost for data storage of digitized documents is lower compared to paper documents storage.
  • Security: The digitized documents can be encrypted by access controls through passwords and an authentication system.

“360 Solutions helped us move to a paperless office environment by digitally archiving our paper documents- now we can easily access and quickly retrieve any documents. “

Haitham Salmeen Abdulla,
Manager of Process Engineering & Energy Department- ADGAS

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 to drive secure, safe, and compliant management of the HR documents. Now the NDC HRD team has all the business-critical documents at their fingertips and they do not have to spend hours of their valuable time looking for a certain file or document. Any target search in the digitally structured environment takes just seconds, the same document is available to several team members at the same time and they can share it securely with any third party of choice (government, auditors, etc.) Digitization eliminates the chances for having incomplete information or letting a file get lost.
The Human Resources Department of National Drilling Company (NDC) now benefits from maintaining their documents in an electronic format, enjoying the ease of accessibility and storage efficiency.

Document Digitizing- an insight from one of our Validation Site

This is how it looks like one of our validation sites. Validation is an important stage in the document digitizing process. It aims to verify the entered data, compare it with the real data of the images, and exercise 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 it 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 it 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 it 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 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 ongoing 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.

Pages: 1 2 3 4 9