Intelligent CIO Middle East Issue 34 - Page 63

CASE STUDY improve operational efficiency and ensure profitable growth. We had over 500 million documents, that were stored in three warehouses, that had to be retained as per regulatory requirements. Not only was there a huge storage cost, but these documents were at risk of damage and loss. Document retrieval now takes just a few clicks. Processes that once took weeks are now completed in a few minutes. Having successfully completed the first phase of the project, Microfilm Egypt Co will now start work on digitising 500 million documents over the next five years. Considering the mammoth task, the company has recommended that more units of Alaris scanners be commissioned. “There was a lot of sensitive and confidential information within those documents and the paper handling process itself was unsecure, which threw up cybersecurity challenges. DOCUMENT RETRIEVAL NOW TAKES JUST A FEW CLICKS. PROCESSES THAT ONCE TOOK WEEKS ARE NOW COMPLETED IN A FEW MINUTES. “Finally, it was a very difficult and time- consuming process trying to retrieve a particular document. Digitising these documents and implementing an Enterprise Content Management (ECM) system was imperative. “Electronic storage is a lot faster, easier, cheaper and more reliable. If you have a warehouse fire, your documents are gone. But if you have files on a server that is backed-up, you can’t lose them.” Kassem and his team reached out to Microfilm Egypt Co, an Alaris partner and a leading IT solutions company specialising in document management, archival and business process management solutions. The project would be completed in two phases. The first phase would involve backlog scanning of 100 million documents, followed by another 500 million documents in the next phase as well as the implementation of an ECM solution. stored for the long term. The digitised files are stored in an Oracle database. The scanning and capture solution integrates with other business systems and all the data stored is encrypted and digitally signed. The first phase of the project has been completed with 100 million documents scanned and digitised in a period of two years. Hend Salah, Area Manager, Foreign Relation Department at Microfilm Egypt Co, said: “We chose the scanners from Alaris because it combines simple operation and time-saving features in a remarkably small and powerful form factor. “The scanner’s super-sharp image quality makes it easy to capture information accurately and the durability of the scanner is unparalleled in the market. Based on the high volume of the scanning job as well as the emphasis on productivity and accuracy, 20 scanners were used in the first phase of the project. “We were using each machine to scan around 15,000 pages per day. Despite running non-stop along with the archive writer for two years, the scanners worked flawlessly, with zero downtime and with a very high scan quality. This is a tremendous achievement, that allowed us to deliver the first phase of the project to Central Bank of Egypt on time.” An archive writer was used simultaneously to convert the digital images to microfilm to be The digitisation of documents has resulted in huge cost savings in terms of storage space. The next stage will also involve the implementation of an ECM solution including designing workflows and applying business analytics and intelligence to the data. This will enhance efficiency of operations and aid quick e-retrieval of documents, thus saving precious time and energy manually sifting through stacks of papers. Kassem Mohamed added: “I commend Alaris and Microfilm Egypt Co on the fantastic job done so far in helping our bank realise our Digital Transformation aspirations. Alaris’ market leading scanning technology combined with the highest quality of consultancy, service and support from Microfilm Egypt Co deliver outstanding results. “We highly recommend that other banks and financial institutions in the country follow our example and utilise their services in order to truly transform their operations. “We now look forward to embarking on the second part of our digitisation journey with the help of Alaris and Microfilm Egypt Co.” n IMPLEMENTING AN ENTERPRISE CONTENT MANAGEMENT (ECM) SYSTEM WAS IMPERATIVE. INTELLIGENTCIO 63