case study
a success story
“outsourcing the digital transformation”
DEWA
the challenge
DEWA contracts department is responsible for storing and maintaining all contracts and supporting tender documents since its inauguration in 1992
with single tenders reaching volumes of over 10,000 pages at a time, DEWA contracts had been storing over 6 Million documents in 5 different locations
allocating and retrieving documents was a lengthy and painful process as no proper document registry was in place
DEWA decided to officially tender the requirement of digitization to find a partner suitable of providing a trusted outsourcer who could deliver above 95% data accuracy during the capture process as well as having the expertise to upload all content to DEWA's EMC Documentum platform
the Dubai Electricity and Water Authority (DEWA) is a public service infrastructure company that was founded on 1 january 1992 by Sheikh Maktoum bin Rashid Al Maktoum
it arose from the merger of the Dubai Electricity Company and the Dubai Water Department that had been operating independently until then
these organizations were established in 1959 by Sheikh Rashid bin Saeed Al Maktoum, former ruler of Dubai
the objective of the state-run company is making available to the people of Dubai an adequate and reliable supply of electricity and water
as of end of 2017, DEWA employs a workforce of over 11,000 employees and provides 796,764 customers with electricity and 705,376 customers with water
the solution
DEWA chose oryx outsourcing to digitize all contracts and related documents
all 5 storage locations were assessed thoroughly and a total of 16,000 folders were catalogued, reboxed and finally scanned, indexed and released to EMC Documentum
Kofax Express was the chosen software to index and handle 6,000,000 + pages of documents
Kofax Express is a powerful, all-in-one, easy-to-use, batch oriented document scan application capable of high-speed scanning with real-time image display, indexing and bar code detection, tightly integrated in to EMC Documentum - out-of-the-box
the fact that EMC Documentum and Kofax are off-the-shelf software solutions and market leaders gave the team the additional confidence they made the right choice for DEWA
the results
today DEWA contracts has direct, electronic access to all historic and current tender documents, both for successful and unsuccessful bidders
all business documents are stored securely, with fully centralized administration and document access control significantly enhancing compliancy and data governance
DEWA contracts has been able to reduce required man power to manage its contractual and tender processes significantly