A Successful Transformation: Modernizing Document Management

Industry

Mining

Challenge

The company aimed to enhance its document management system to improve access and organization. Ensuring timely and structured information flow during construction and handover was a key priority. The modernization initiative helped streamline workflows and optimize efficiency.

Results

The modernization led to a well-structured digital library with over 100,000 classified documents, ensuring easy access and improved workflow efficiency. Teams now retrieve critical information quickly, supporting seamless project transitions and regulatory compliance.

Easy Skill Offer

AssetSkill

The new document management system has streamlined our project workflows. Accessing the right information at the right time has never been easier.

Christian F.

Project Director

By integrating intelligent classification and workflow optimization, we have seen a remarkable reduction in document redundancy and errors. The AssetSkill methodology helped a lot

Jeremy Z.

System Manager

A Major Challenge: Unstructured and Challenging Documentation

Technical documents, plans, compliance reports, and other critical files were scattered across various platforms and systems. Document redundancy, lack of structure, and unclear processes made document management cumbersome and ineffective. Accessing the right information became a real headache for teams, threatening operational efficiency.

The goal was clear: implement a high-performance system that would allow quick and organized access to essential documents throughout each project phase.

A Structured Solution: Digitization and Intelligent Classification

To tackle this challenge, the company launched an ambitious project to modernize its document management. Key steps included:

Audit and Diagnosis: A thorough analysis of document workflows identified weaknesses and established key criteria for an efficient system.
Implementation of a Client Reference Framework: Documents were structured based on a clear framework aligned with project-specific requirements.
Automated Classification: By integrating an intelligent document management system, files were categorized and indexed using precise criteria, making access and usage easier.
Workflow Optimization: New processes were defined to ensure document updates, validation, and archiving, guaranteeing compliance and accessibility throughout the project lifecycle.

Measurable Impact: A Reinvented Document Management System

The results were immediate. With over 100,000 documents classified and organized in an optimized digital library, teams significantly improved efficiency and responsiveness. The observed benefits included:

Reduced duplication and information loss: Each document is now unique and easily identifiable.
Quick access to critical information: Project teams can retrieve necessary files within seconds, reducing decision-making delays.
Seamless transition between project phases: Whether during construction or facility handover, information is accessible in real-time, ensuring optimal tracking.
Reliability and compliance: A clear and structured framework ensures regulatory and contractual compliance.

Encouraged by this success, the company now plans to extend this document management model across all its projects, setting a new standard of efficiency and excellence in technical information management.