Soluzione realizzata da Talea Consulting
Settore: Servizi
Funzione: Amministrazione
Requirement
The company operates in the environmental services sector and performs laboratory analyses, which require the accurate and continuous management of technical documentation, reports, and results to be shared with clients. As the number of customers grew, so did the volume of documents. As a result, distribution, consultation, and archiving processes became increasingly complex and difficult to manage efficiently.
In this context, manual management risked slowing down operations, increasing the workload of the back-office team, and making access to information less immediate.
To improve document management and make sharing activities more efficient, the need emerged to implement a dedicated document consultation portal. The objective was to simplify document sending, receiving, and access processes, offering customers a simple and autonomous tool to consult analyses and technical content, reducing waiting times and improving information exchange.
Implementation
The customer’s needs were addressed through the implementation of the ARXivar Document & Workflow Platform, which enabled the creation of a smart portal dedicated to the consultation of technical documents and analyses. The solution allows the centralization of content, structured document organization, and provides customers with secure, immediate, and controlled access.
The project introduced a structured archiving system that ensures order, traceability, and more efficient information retrieval. Automatic classification within document files enables consistent organization, reducing manual work and speeding up document consultation.
In addition, portal access is managed through personalized credentials and a unique code, ensuring that each customer can view only their own documentation independently, in full compliance with security and confidentiality requirements.
Il progetto ha introdotto un sistema di archiviazione strutturato, che garantisce ordine, tracciabilità e una reperibilità più efficiente delle informazioni. La catalogazione automatica nei fascicoli documentali consente un’organizzazione coerente, riducendo il lavoro manuale e velocizzando la consultazione.
Inoltre, l’accesso al portale avviene tramite credenziali personalizzate e codice univoco, così che ogni cliente possa visualizzare esclusivamente la propria documentazione, in piena autonomia e nel rispetto dei requisiti di sicurezza e riservatezza.
Results
The introduction of the document portal with ARXivar Document & Workflow Platform significantly improved the management of analyses and documentation, making the entire process faster, more structured, and more sustainable. The benefits positively impacted both internal operations and the customer experience, which is now more immediate and intuitive.
From an operational perspective, the solution significantly reduced the time required to manage and distribute laboratory documents. The digitalization of processes enabled a more efficient document workflow, while the centralization of content within the portal almost entirely eliminated email-based information exchanges, leading to more organized and continuous management.
Customer experience has also improved: clients can now independently access results and documentation from any device, at any time, without relying on back-office support. This has accelerated access to information and significantly reduced support requests.
The quantitative results confirm the value of the project:
- 70% reduction in document management and distribution time
- 90% reduction in manual email communications
- 85% reduction in printed documents, thanks to a fully digital, paperless workflow
The single, always-accessible repository has improved traceability and information retrieval, delivering tangible benefits in terms of internal organization, service quality, and overall efficiency.
Talea Consulting
Talea Consulting specializes in the digitalization of companies’ internal processes: the innovation we deliver improves productivity, simplifies work, and enhances competitiveness. Our key strength lies in a team of over 15 Project Managers and consultants with expertise in leading Business Process Management (BPM) technologies and strategies. Thanks to them, we help hundreds of clients optimize the flow of information, data, and documents that move daily both within organizations and across different departments. We apply our technical, consulting, and training expertise to deliver projects that adapt to and improve business processes across various departments—either by integrating with existing systems or by developing solutions based on our direct experience in specific industries.
