Contentverse’s High-Volume ECM Processing dramatically Improves Input and Retrieval for Alokozay
Alokozay Group of Companies (AGC) is a leading Fast-Moving Consumer Goods company in the United Arab Emirates. The AGC headquarters are located in Dubai, but the company has presence in over 40 countries across the Middle East, Asia, Europe, Africa, and North America. The factories, warehouses, and logistics operations that make up AGC’s distribution network are state-of-the-art, and their 35,000 employees are helping to expand their rapidly developing consumer base. With such vast, complex operations, of course ACG needed an Enterprise Content Management solution that could not only keep up but lead them to greater productivity and coordination.
Challenges
Alokozay was trying to process and store up to 3,000 pages a day, categorizing each as one of the dozens of different document types required. These included daily sales reports, invoices, receipts, revenue receipts, FOC-orders, goods issue notes, goods return notes, daily collection reports, marketing expense reports, daily bank deposits, transit ins, transit outs, import to local from FZ, export from local to row, transfer within FZ in, transfer within FZ out, RTA advertising permit, vehicle registration, driving license, and contracts. With so many varying types of documents, sorting, filing, and then finding them was a painful, protracted, and time-consuming chore.
They had warehouses of physical files which need to be digitized and saved to a centralized repository making them easily retrievable for use as required, primarily for auditing purposes.
Integration with ACG’s Oracle E-business suite, their ERP system, was also key to providing the solution they were seeking.
They also needed a knowledgeable local vendor to not only provide a solution but provide consultant expertise to implement ECM best practices and back office conversion services.
Why Contentverse?
ACG began looking for a secure ECM with automatic batch processing in order to handle the load of their backlog as well as daily inputs. This included scanning documents into the system, extracting the metadata, and auto filing them. They worked with a local software reseller, Cube Innovators Technologies LLC, who provided installation, implementation, and support. Ultimately, the customer chose to purchase Computhink’s product over the competition because of the following Contentverse features and capabilities:
- Easyindex file indexing module
- DJVu PDF compression tool to facilitate small file sizes, minimizing storage and retrieval times
- Provided simple and easy Integration with ACG’s mission critical ERP system from Oracle
- Advanced search options
- Encrypted file storage
- Layered, comprehensive security
- Bulk uploading and batch processing
- Audit trail and file tracking
- Easy access anywhere, anytime
- Professional online client for web access
- Local support from Cube Innovators LLC
- Professional, reliable customer service
Benefiting from Contentverse
Contentverse has greatly improved productivity, organization, and efficiency for Alokozay since the implementation. Physical files have been scanned in from four warehouses and uploaded into a central, digital location. Utilizing the batch processing options and EasyIndex module, ACG processes thousands of documents daily, scanning them into the system in bulk. The DjVu PDF compression tool shrinks the amount of space necessary to manage the data on on-premise servers.
All of these files are easily retrieved because of Contentverse’s simple and advanced search options which facilitate both quick retrieval and complex searches for files in dense filing ecosystems. ACG is using the Oracle E-business suite as their ERP. DB Lookup is used to fetch data from their Oracle database. Processes that were once manual and tedious have been reduced to digital milliseconds. With the Contentverse Professional client, they can access these documents via the web at anytime, anywhere.
After accessing saved and archived content, or while scanning into the system, documents can be easily input into the intelligent workflow. Documents in workflow can be viewed remotely using the Professional client. Email notifications inform the relevant parties when an item requires approval or other steps before moving on. Implemented in their finance, logistics, fleet, and human resource departments – easily among the most paperwork-heavy areas of any company – the resulting expedited business processes, fast retrieval time, and organized digital filing structure have already had a major impact on ACG’s key operations. And with built-in encryption-based security and a strict system for user access privileges, Alokozay knows their records are safe even as the brand continues to grow. Alokozay adopted Contentverse for their content management solution and has significantly improved efficiency in batch processing and document sorting.
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