Ministry of Commerce and Industry in KSA
The Ministry of Commerce and Industry in Saudi Arabia overcomes existing challenges with the implementation of EverSuite Content Management
As part of its compliance with the Yesser Strategic Program, the Ministry of Commerce and Industry (MOCI) in Saudi Arabia was able to introduce e-correspondence automation, while overcoming difficulties related to change and resistance, by implementing EverSuite Content and Case Management Solutions, for the management of its documents and correspondences, in order to eventually maintain high level of services.
Challenges
The Ministry of Commerce and Industry was facing difficulties related to transferring large volumes of documents, as well to the delegation and treatment of incoming correspondences. In addition, the absence of a standard mechanism for tracking correspondences resulted in response delays reducing employee productivity, efficiency and quality of services. To maintain a high level of services and to overcome the above challenges, the Ministry of Commerce and Industry realized the need to deploy an Enterprise Content and Case Management Solution for managing correspondences, coupled with building a content warehouse, to satisfy the following urgent needs:
- Document Management and Information Lifecycle Management, managing the entire lifecycle of documents from the production to the storage stage
- Correspondence Tracking and Management to automate its correspondences within and outside the Ministry
- Automate the scanning, and capture its large volume of backlog documents, and publishing into the central content repository
Solution Description
MOCI has chosen EverSuite infrastructure, based on its native Arabic dictionary support, as well as its fully web-based architecture, positioned as a turnkey solution dedicated to the automation and tracking of correspondences and document lifecycle management.
The proposed solutions provided several means for capturing incoming correspondences, through web based paper document scanning, bar code, fax and email integration, etc… Content and metadata attributes were automatically extracted using advanced OCR techniques.
In addition, real time tracking and monitoring was provided allowing to track and follow up on the status of any incoming and outgoing correspondence with advanced statistical reports and dashboards.
MOCI was able to deploy, with EverSuite, an enterprise, integrated and complete ECM solution suite, with all components built on a single platform and common architecture. Its unique integrated repository managed the different formats of content, including documents, web content, spools, digital assets, images, records and others…
Captured content was automatically classified and categorized in MOCI’s departmental and enterprise filing plans. Seamless integration with data sources and third party applications was the key for an exceptional end user experience.
Benefits of the Solution
Thanks to EverSuite’s unified, open, scalable, XML based and Services Oriented Architecture, its web services, and APIs, MOCI was able to successfully:
- Standardize and centralize its content repository and securely archive all plants and industrial project files in different formats
- Reduce costs and increase the efficiency related to completing business transactions
- Save time and effort in searching for and retrieving archived content
- Reduce storage costs by converting all paper documents to electronic archives, which allowed MOCI to optimize its Riyadh building storage facility usage, previously used to store around one million paper documents
- Improve process performance by tracking the entire lifecycle and monitoring the time taken to complete a task
- Electronically link all related documents together, thus providing the ability for end users to quickly access related document