Digitizing UAE Ministry of health documents & ECM

Digitizing paperwork and building a secure ECM for the finance department using Fotopia Capture

Ministry Of Health & Prevention - UAE

Digitizing paperwork and building a secure ECM for the finance department using Fotopia Capture

MOHP ECM Transformation

★ The UAE Ministry of Health and Prevention (MOHP) is the federal health authority, which provides comprehensive healthcare to all citizens and residents through its preventive and curative health services.

★ It is one of the largest federal entities in the country.

★ Over an 8-month period, the MOHP finance department implemented a Fotopia solution to convert its hard copy payment vouchers to digital format and transition them to a secure yet easy to search & retrieve document management system.

★ The main aim was to reduce costs and human effort, improve team efficiency and ensure that all documents were stored in a controlled environment.

The Requirements

★ Requirements called for the digitizing of around 1.7 million paper documents.

★ Also, a scaleable solution was required that would integrate with any internal application, and be able to add a new line of business with different functionality without adding any additional development costs.

★ Importantly,comprehensive security measures were essential, as different security levels would be allocated to employees appropriately.

★ One of the project’s main objectives was to decrease costs that included warehousing, staff, transportation, etc., along with improving time management for dedicated in-house employees and in branches across the UAE.

★ Over an 8-month period, the MOHP finance department implemented a Fotopia solution to convert its hard copy payment vouchers to digital format and transition them to a secure yet easy to search & retrieve document management system.

★ The main aim was to reduce costs and human effort, improve team efficiency and ensure that all documents were stored in a controlled environment.

70

Revitalized financial operations

85

Greater collaboration & productivity

60

Safer & more efficient

The Solution

★ The MOHP partnered with InfasME—an authorized distributor of Fotopia technologies—to deliver a full-fledged DMS solution that encompassed all the project requirements. The solution included utilizing Fotopia Capture for the digitizing process, and implementing a powerful and scaleable document management system that met all operational requirements and would improve overall efficiency and cost savings for years to come.

The Implemented Features

Scanning & Indexing Modules Batch Administration Module Customizable Capture Workflow Scanner Profile Settings Intelligent Document Compression Auto Page Separation Access Rights Management Quality Assurance Module Smart Folder Structure

result

Before

★ Hard copies were stored in warehouse, Digital files are saved in internal file server.

★ Searching for specific documents took days and some documents were very hard to locate and retrieve.

★ Internal file server is full of risks with no backup plan.

★ Viewing of documents was not done on SharePoint.

★ All team collaboration was manual Minimum security as managing access control was done manually onsite and needed extra efforts.

After

★ All copies are digitized and stored on SharePoint On-Premisis.

★ Searching thousands of documents in 2 seconds with customized metadata.

★ Data stored on SharePoint with improved backup plans.

★ Documents viewing easily on SharePoint using Fotopia Viewer.

★ Full team collaboration on SharePoint and Fotopia Viewer.

★ A controlled and secured environment to the level of document type.

The Solution implemented

Fotopia Capture

sharepoint

About MOHP

The UAE Ministry of Health and Prevention (MOHP) is the federal health authority, which provides comprehensive healthcare to all citizens and residents through its preventive and curative health services. It is one of the largest federal entities in the country. Over an 8-month period, the MOHP finance department implemented a Fotopia solution to convert its hard copy payment vouchers to digital format and transition them to a secure yet easy to search & retrieve document management system. The main aim was to reduce costs and human effort, improve team efficiency and ensure that all documents were stored in a controlled environment.

Company Name: UAE ministry of health and prevention
Industry: Government
Headquarters: Dubai, UAE
Number of employees: 10,000+
Specialities: Health Care Service Provider, Health Regulator, and Health Legislator
Documents Types: Payment Vouchers



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