Digitizing 1.7 million documents at the
UAE Ministry of Health and Prevention!
Case Study
The UAE Ministry of Health & Prevention (MOHP), a key federal authority providing comprehensive healthcare services across the UAE, faced challenges with managing vast amounts of paperwork in their Finance department. With over 10,000 employees, the MOHP serves as a healthcare service provider, regulator, and legislator. The department sought to transition from a manual, paper-based system to a secure, digital Document Management System (DMS) to enhance efficiency and security.
- Entity Name: UAE Ministry of Health and Prevention (MOHP)
- Industry: Government
- Headquarters: Dubai, UAE
- Number of employees: 10,000+
- Customers: Health Care Service Provider, Health Regulator, and Health Legislator
- Document Types: Payment Vouchers
Challenges
The primary goals of the MOHP’s Finance department were to:
Digitize Payment Vouchers
Transform approximately 1.7 million paper documents into a digital format.
Reduce Operational Costs
Minimize expenses related to staff, warehousing, and transportation.
Enhance Document Accessibility
Implement an easy-to-use system for retrieving and searching documents.
Ensure Security
Apply comprehensive security measures with varying access levels for different types of documents.
Ensure Flexibility & Scalability
Create a system that can easily integrate with any internal application and that can accommodate new lines of business with different functionality without requiring additional development costs.
Solution
The MOHP partnered with Fotopia, leveraging FotoCapture to create a full-fledged
Enterprise Management System (DMS) that met all project requirements. The implementation focused on:
Enterprise Management System (DMS) that met all project requirements. The implementation focused on:
FotoCapture & Digitization
Scanning & Indexing
Documents were scanned and indexed for easier storage and retrieval.
Customizable Document Type & Job Settings
Customized many settings such as naming conventions that are autogenerated for documents, jobs, and folders, automatic export to specified locations etc.
Customizable Capture Workflows
Select the desired process to include just scanning and exporting or can also include indexing and/or quality assurance.
Intelligent Document Compression
Reduced file sizes without compromising quality.
Auto Page Separation
Documents can be automatically separated without having to do so manually upon scanning the pages.
Quality Assurance
Ensured good scanning resolution and accurate metadata extraction.
Security and Access Management
Granted access based on document type and user roles.
Smart Folder Structure
Automatic generation of folders with specified naming conventions and structure.
Result
- Every document is now digitized and securely stored on a local server, ensuring easy access and protection versus dealing with hard copies stored in warehouses.
- With customized metadata, thousands of documents were retrieved in seconds, drastically enhancing efficiency and productivity versus taking days to locate paper documents.
- Controlled and secure environment with automated access control tailored according to role and document type versus manual on-site access control requiring additional time and resources which previously resulted in lack of control.
Testimonials
"Using Fotopia, we were able to fully digitize our documents in around 8 months. We now have a secure and controlled environment that ca be accessed from anywhere, thus our employees can now process payment vouchers easily and in minimum time and effort.
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Dr. Fatmah Waalali
Deputy Director of Financial
"The UAE government is always discussing and implementing innovative solutions that help us achieve a more efficient work environment in the minimum time available. Using Fotopia technologies has helped us move forward to a paperless environment as per the UAE government vision for of governmental transactions."
Abdalla Mohammed Al-Ahmadi
Director of Financial Affairs & Budget Department
