Case Study: Migrating a Document Database to a Modern Platform
Context
A company was using an outdated software solution with performance issues, lack of support,
and incompatibility with modern formats.
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Challenges
- Proprietary format that was difficult to access
- Inability to scale or integrate with other applications
- Risk of data loss during the transition to a new platform
Digitera’s Solution
- Exporting legacy data into standardized formats
- Cleaning, validating, and logically restructuring the document database
- Phased migration without interrupting ongoing operations
- Implementing a modern, scalable and user-friendly DMS
Results
- Complete migration with zero data loss
- Improved performance and compatibility with new technologies
- Enhanced security and automated backup
- Reduced maintenance costs and increased flexibility
Case Study: Implementing a Document Management System (DMS)
Context
An organization with multiple departments and offices was relying on shared folders and emails
for storing and sharing documents, without a centralized solution.
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Challenges
- Document duplication and confusion over the “final” version
- Limited access to information for field employees
- Lack of a consistent policy for storing and securing documents
Digitera’s Solution
- Implementation of a modern DMS, accessible via web and mobile
- Organization by collections, roles and access levels
- Advanced search capabilities and complete traceability
Results
- Document search time reduced from minutes to seconds
- Full control over versions and change history
- Easy and secure access from anywhere
- Reduced risks of information leaks
Case Study: Consulting for the Digitization of a Physical Document Archive
Context
A company with a significant volume of physical documents aimed to modernize its processes by
digitizing its historical archive. The archive included legal, financial, operational and technical
documents, stored across various locations, some in unsuitable conditions.
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Challenges
- Lack of a clear digitization strategy
- Outdated, incomplete or hard-to-access documents
- Costly and difficult-to-manage storage spaces
- Risks of loss or deterioration of physical documents
Digitera’s Solution
- Auditing the physical archive and setting digitization priorities
- Defining workflows for scanning, indexing, and validation
- Selecting appropriate equipment and software solutions
- Guiding the client through in-house or outsourced organization options
- Developing a plan for digital archiving
- Training the client’s team through workshops and continuous support
Results
- Over 70% reduction in information access time
- Optimization of physical spaces previously dedicated to archiving
- Improved traceability and document security
- Flexibility in accessing documents from any location
- Creation of a scalable digital infrastructure for the future
Case Study: Automating Data Extraction from Proprietary Customs Forms
Context
The client regularly received customs forms (DAI – delivery notes) in a proprietary Adobe-based
PDF format. Although the files appeared as standard PDFs, the data could not be extracted or
processed through OCR tools. As a result, employees were forced to manually copy information
from each form into internal systems, a process that was extremely time-consuming and prone
to errors.
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Challenges
- Proprietary PDF format not compatible with standard OCR or data extraction tools
- Manual data entry consuming significant time and resources
- High risk of human error when processing large volumes of forms
- Inefficient workflows leading to operational delays and additional costs
Digitera’s Solution
- Developed a custom application capable of interfacing directly with the proprietary PDF format
- Automatically extracted all relevant data fields and exported them into structured Excel files
- Fully eliminated the need for manual intervention
Results
- Complete automation of data extraction from customs forms
- Zero manual effort required from the client’s team
- Significant reduction in processing time and costs
- Improved accuracy and reliability of extracted data
- Freed-up resources that could be redirected toward higher-value activities