Astral Case History
Problem
- the management, registration, research and conservation of documents often took place in a chaotic way, suffering slowdowns and inefficiencies due to the pre-existing system and the large quantity of both digital and paper documents waiting to be registered and archived;
- operational inconveniences were also encountered in the sorting of documents to the relevant offices or managers and in the management of electronic invoices;
- increasing levels of staff stress related to the difficulty of using the old system.
Need
- replacement of the previous document register system due to obsolescence;
- registration of incoming/outgoing document flows, management of document files;
- need for an appropriate authorization workflow management system;
- digital archiving of the daily register in accordance with the law.
Goals
- standardization and simplification of document flow management;
- automation of the registration of incoming, outgoing and internal documents in compliance with regulatory requirements;
- ensure secure and controlled access to documents;
- greater transparency and administrative simplification.
Implemented Solution
The ZenDMS Document Management System in its Workflow Edition with integrated digital preservation service compliant with AgID has allowed us to provide the customer with a unique solution for document registration, their archiving and preservation in compliance with the law, the rapid sorting of documents and the efficient management of authorization workflows.
Business Areas
Document Area / General Services and Secretariat
Benefits obtained
ZenDMS has enabled significant savings in both time and costs for carrying out normal administrative operations, while always ensuring the highest levels of security. A significant improvement in efficiency levels was found thanks to the decommissioning of the old protocol system and the digitization of document processes, which also brought ample benefits in terms of quality of work and internal cooperation.
