The Client
As a major product manufacturer and trader of smoking requisites, tobacco, and cigarettes in the Middle East region, Euroleaf Tabak Corporation experiences a heavy influx of up to five hundred documents every day. With the stress of paperwork processing and ever-increasing storage requirements, it was imperative that the company source and implement a new storage and processing solution which would meet their needs and comply with local and industry regulations. The ability to not only house but also organize, track, and retrieve these documents was deemed crucial to optimizing operations and enabling further growth.
Challenges
Because of increasing storage space constraints, Euroleaf needed to move their archive to a warehouse. In accordance with UAE law, they also sought to digitize all of their records back through a certain period of time. Documents needed to intensive maintenance and storage for years. Many of their file types required timely action on designated expiry dates and/or specified dates. Automated Retention and Notification was also deemed a critical element for the solution in order to track and execute as required.
Indeed, Euroleaf’s operation called for a diverse array of document types from many different departments. These types included Bank Payment Vouchers, Store-Invoices, Trade License/Establishment Cards, Commercial Invoice, lease agreements, tenancy contracts, certificates, and insurance documents. Any request for a file request necessitated inclusion of supporting documentation of these types. In order to streamline the intake and use of these files, they would need an easy way to index each type with respective fields and then bulk import the scanned records.
Why Contentverse
With the existing records and ongoing business, they sought help from Cube Innovators Technologies LLC, Computhink’s partner in the UAE. Cube introduced Euroleaf Tabak Corporation to Contentverse, an Enterprise Content Management system that could meet their needs. Euroleaf chose to purchase Computhink’s product over the competition because of the following Contentverse features and capabilities:
- DjVu PDF file compression technology
- EasyIndex module for metadata capabilities
- Retention policies functionality
- Easy file retrieval with advanced search options
- Audit trail for auditing processes
- Notifications and purge for regulatory compliance
- Encrypted document storage
- Bulk processing of document batches
- Document scanning capabilities
- Intelligent, rules-based workflow
- Local support from Cube Innovators LLC
Benefiting from Contentverse
Cube Innovators partnered with Euroleaf to implement the solution in their accounting, logistics, stores, FTA, administration, and human resources departments. They already have over 6,000 files stored in Contentverse, with up to 500 more processed through workflow every day. Batch index and the EasyIndex auto-capture module facilitate this throughput scanning and indexing files quickly and without the errors associated with manual data entry. They can then access these digital files later both for internal use and as regulation demands dictate.
With Contentverse ECM, Euroleaf has seen great strides in productivity and efficiency every step along the way of the manufacturing process and distribution. All major documents from the implemented departments have been scanned into the system for ease of use. Team members can now retrieve them based on their security privileges, ensuring data protection while avoiding dependency on a single user. The DjVu compression option has eliminated any worries about space that either physical or digital files had created in the past. Euroleaf’s previously fully paper-based processes are now running at a much faster pace, with Contentverse to thank.