Aramtec needed to digitize their constant in-flow of documents to a central, searchable repository. As one of the most prominent food products import and distribution companies in the United Arab Emirates, Aramtec had a large number of physical stored and processed files, and they experienced regular, routine audits. Computhink’s Contentverse enabled Aramtec to digitize their physical files, regularly enter the documents into a centralized and organized database, and streamline the search and audit processes.
Established in 1979, the company is entirely locally owned. Aramtec has been a pioneer in their market, introducing the highest quality US beef and poultry to the UAE. They supply the finest hotels, restaurants, institutions, and retailers. Premium brands they supply include Hunts, Pomi, Hungry Jack, Orville Act II, and American Foods Group. Aramtec is HACCP certified, and the company prides itself on adhering to the procedures and guidelines of compliance.
Challenges
Aramtec was processing a variety of document types every day, including tax invoices, credit invoices, cancelled invoices, cash invoices, delivery notes, and tenancy contracts. Their high intake volume is reflected in their impressive fleet of 80 vehicles and 350 employees covering all seven of the emirates. Processing up to 2,500 pages per day in invoices and delivery documents, the company was in need of a solution to keep up with the data flow. They had to make certain any digital input processes fit HACCP guidelines and incorporated indexing for all of their documents. Compliance, easy retrieval, audit capabilities, and batch processing were imperative concerns.
Why Contentverse?
They began looking for Enterprise Content Management software that could meet these challenges head-on. Computhink’s local partner, Cube Innovators Technologies LLC, showcased a live demonstration with the day to day documents during product demonstration, which helped to complete the successful implementation of the Contentverse document management system. Aramtec ultimately chose Contentverse over the competition based on the following criteria:
- Batch processing
- Indexing and metadata options
- Easy file search and retrieval
- Intelligent, rules-based workflow
- DB Lookup integration with Oracle Database
- Contentverse Online for document search
- Document retention policy capabilities
- Audit trail feature
- Notifications for approval steps in workflow
Benefiting from Contentverse
Aramtec implemented Computhink’s Contentverse solution in their sizeable logistics and accounts departments. With batch processing, Contentverse has allowed them to process 2,500 pages of documents per day with greater speed and efficiency. Aramtec is scanning files from three separate warehouses and uploading the documents into Contentverse, complete with metadata and forms auto-filling. The company utilizes the workflow graphic designer to eliminate their manual document sorting tasks and transform the physical work into automated business processes.
The digitized and indexed files have relevant metadata with categories and keywords. From a central, organized filing structure in Contentverse, Aramtec is able to find files for reference and further processing. Metadata makes searching for the right files quick and easy, with simple and advanced search options within the Contentverse client. Contentverse’s workflow enables new, streamlined turnaround for Aramtec’s business processes. The right parties in the process receive automatic notifications when it is time to approve a document or once an important invoice has been approved. For audit processes, regulatory entities can be supplied with the data they need almost immediately.
Computhink has ensured skyrocketing productivity and efficiency for Aramtec. The Contentverse ECM is a perfect fit for the food import and distribution giant, as the solution scales with the company’s size and document processing needs. Contentverse handily facilitates every day’s intense workload of creating, sorting, and storing files, eliminating the need for manual tasks. Utilizing Contentverse’s included metadata functionality, and leveraging both CV Online and DB Lookup, Aramtec retrieves the data they need without having to sift through clutter and superfluous information. Contentverse has not only solved the challenges Aramtec was facing – the ECM has expanded their capabilities, opening the door for even greater growth.