360 Solutions completed the digital archiving at Engineering Services Department of ADGAS by digitizing its old documents as a final phase.
ADGAS Engineering Services Department
ADGAS Engineering Services department (ESD) in Das Island is a sole custodian and distributor of documents & drawings for all the ADGAS assets in DAS Island. ESD is divided into three section: Data management, Record office and Drawing office. ESD uses SmartPlant Foundation (SPF) and SPF tools (SPPID, SPI, SPEL and SP3D) by Intergraph for its engineering drawings and information. ESD stores the Modification files, the history of the LNG plant, in a library since 1975.
Challenges due to high volume of paper documents and especially old paper documents
Rising volumes: The volume of the hard copy files in storage has been steadily rising.
Space limitations: Continuous growth of paper documents caused space concerns.
Weather conditions: Most of the paper documents, especially the Modifications files, got affected negatively by the weather conditions.
Poor Quality: Some of the old documents ‘ quality started to get worse with the time.
Accessibility: Poor accessibility as documents could not be found easy and fast or used by more than one engineer at the same time.
Security: Paper documents mean low security.
ESD decided to go forward with document digitization and archiving
ESD decided to digitize its documents to properly organize, manage and store the data in Share Folders as its mission is to provide ADGAS users with the highest quality of document management services electronically in a timely, accurate and cost effective manner by utilizing the most advanced technology and solutions.
How document digitization enhanced the business process within the department
Quick Access: Quicker access to documents means a quicker response from employees. This saved time and money.
Storage needs reduction: The reduction of paper documents resulted in physical storage needs reduction.
Preservation of old documents: Old documents are preserved and saved from further damaged, and available to use.
Flexibility and Cost Savings: Because of quick access and storage needs reduction.
Security: The digitized documents ensured better security throughout the organization.
“It has been pleasure to work with 360 Solution to digitize our Engineering Modification documents . We would like to thank you for your efforts in making the documentation paperless.
360 Solutions helped facilitating the transition from a large paper-based system to a more efficient electronic-based system. Now we are able to provide more quality and more efficient services to our internal stakeholder by supplying information at any time by fast retrieving.”
Saleh Al Jabri– Manager, Khalid Al Hamdani- DSE, Housam Halimeh– Document Controller
and team of Engineering Services
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 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 authorised 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 comparing 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’ 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.
We are glad to announce that 360 Solutions now is an official registered supplier of IT products and services for all the major government institutions, public companies and private groups of companies from various industry sectors in the United Arab Emirates (in particular Dubai, Abu Dhabi, RAK, Fujairah).
360 Solutions management team is excited to broaden the range of its customers and looking forward to new business collaborations.
ADGAS is one of the largest processing, marketing and distribution companies of liquefied gas in the Middle East, headquartered in Abu Dhabi, UAE. Established in 1973, ADGAS was the first LNG production company in the whole MENA region. Well-positioned as a clean energy producer with a long history of reliability and expertise, and a long-established tradition of environment awareness and concern, ADGAS enters the new era with all the prerequisites of sustainable success.
Some departments in the company have been building up masses of paper and archived documents over the years requiring more storage space.
There was no easy way for employees to review or retrieve existing documents quickly and effectively.
It was a very time consuming and manual process to organize and store all the incoming document correspondence by department.
How to create a more paperless office environment for employees to work in? How to make it easier to distribute, store and retrieve documents electronically?
Resolved the backlog of archived documents for all four departments by digitally archiving all the stored documents by deploying an onsite digitization team.
Implemented an ongoing Capture Solution which allowed ADGAS to capture and index documents automatically by department.
”360 Solutions helped us modernize our internal document handling processes to create a more paperless office environment. Their digitization project team setup and worked onsite to digitally archive our stored documents. Once completed, they installed an ongoing document capture solution for our Procurement, Contracts, Supply & Logistics and Materials departments.360 Solutions also provided onsite training and support for the new document capture software solution to our business users.”
Abdulla Al Shamsi-Head of Supply & Logistics, ADGAS
Breaking the so called paper habit is not an easy task, it takes time and efforts to stop reaching for paper in any occasion. Since concerns as correspondence management, privacy and data security have already been taken care of by office automation tools, there is nothing else rather than just the habit. Before hitting easily read on →
Digitizing old documents is a very different process, comparing to the digitization of new recent documents. The process needs a very careful planning and a precise execution. What are the main challenges according to our experience? The paper is fragile, especially if stored without special care or affected by unfavorable weather conditions, especially humidity and read on →