National Trading and Development Establishment (NTDE) is a distribution and retail leader serving the United Arab Emirates. They focus on providing seamless service and high quality products through their logistics and retail chain. NTDE is known as a valued partner that continues to bring many renowned, international brands to the Middle East. Working with so many other companies and products generates a great deal of finance paperwork which needs to be managed, accessed, and tracked.

Challenges

Tax invoices, sales orders, delivery notes, and other documents were being manually entered into the system and handled by their ten-person finance team. This involved manual sorting, segregation, file naming, and organizing in folder structures, all of which was subject to potential human error. Managing this number of files led to auditing challenges as the company tracked everything and attempted to wrangle missing invoices. Processing and sharing these documents took valuable time and resources. Physical storage intensified these issues, with millions of pages to be stored and monitored at a time.

Why Contentverse Enterprise Content Management System?

NTDE sought to address these concerns with a content management system that could match their enterprise’s size and stream of incoming files. Computhink’s local partner in the Middle East, Cube Innovators Technologies LLC, introduced NTDE to the Contentverse Enterprise Content Management solution.

The bulk processing and indexing input options, DB Lookup, web & mobile client versions, familiar user interface, intelligent workflow features, version/revision control, audit trail for document monitoring, notifications for tasks, and powerful but simple search capabilities all solved NTDE’s finance filing issues. Cube’s vast experience and expertise in this vertical meant a quick deployment and onboarding of the ECM and rapid ROI for the customer.

Solution and Benefits

Configuration: To maximize access and facilitate input, Cube implemented desktop, browser, and mobile client versions of Contentverse. The ECM’s EasyIndex module was also incorporated, reducing the time to submit new and digitize existing documents. With DjVu High-Compression PDF (HC-PDF) technology, the customer has been able to input their fifteen million pages of financial documents into their digital storage locations and access documents with ease. Utilizing an Oracle database, Cube integrated Contentverse with their in-house ERP system for database lookups. MS Office and Outlook email integration are provided as standard.

Automated Input, Processing, & Management: With EasyIndex, NTDE is now more than able to bulk scan and process 3,000 to 4,000 documents daily. EasyIndex auto-files and indexes documents before submitting them to NTDE’s workflow processes. Since implementing Contentverse, documents are now scanned and uploaded centrally by a single employee, instead of ten. Once uploaded, only relevant personnel have access to the finance files for payment workflows and auditing purposes; the entire team can get back to managing business processes without taking part in document input.

Tracking & Access to Physical Documents: Before deploying Contentverse, NTDE had to rely on others to access their files. Now, that can be handled by the department internally without hassle, extended waits, or extra cost. With the DjVu HC-PDF technology, large files and large quantities of files take up less space and still open easily when required. Tracking these digital documents is an easier process, Contentverse metadata enabling identification of any document on the go. With version/revision options, internal audits are a simple matter, and employees can keep track of who created or accessed a document and when.

Search, Retention, and Audit: The comprehensive search and retrieval capabilities – with extensive index value combinations – have saved NTDE valuable time and operational resources.  The resulting optimization makes the tracking, locating, and sharing of invoices and other files simple and painless. With Contentverse, NTDE can set parameters for regulatory requirements, securely maintaining files for years and purging data when the time comes. This is especially helpful for tracking key files and retrieving documentation for audit. Missing invoices no longer plague the finance department.

A New Chapter for Organizational Efficiency

With the assistance from our UAE local distributor and implementation partner Cube Innovators’ team, Contentverse has relieved NTDE of burdensome bulk input and finance document management susceptible to human error. The retail and distribution leader is able to streamline finance operations through workflow capabilities, removing now unnecessary manpower and automating crucial business processes. Mission critical integrations and regulatory features enable easy compliance and secure accounting for all data assets. With the help of Computhink’s ECM, the National Trading and Development Establishment is able to continue growing their international operations with clear skies ahead.