A pile of documents lacking organization and random data

Think of documents long buried in the archive, covered in layers of dust. Inside, fragments of information lie forgotten, their meaning almost lost. The past is on the edge of fading away, the present calls for a rapid response, and the future is already on its way!

Seeking data within a sea of information complied randomly is like searching for a small needle in a pile of haystack. What if the document was obsolete or its content was damaged or spread across multiple locations? Is there an efficient tool to have easy access to this important data? What would happen if this info was lost or its paper documents were damaged? This would be a permanent loss of data!

Digital Archiving Project

The Digital Archiving Project was launched in 2015, to establish centralized processing centers that receive and preserve documents and paper work. These documents are sterilized. Dilapidated ones are restored and classified. Data details are digitally transcripted, then archived electronically and transferred to the central headquarters for preservation.

This project makes it easier for clients to preserve their organizations data, regardless of its date or size, by converting it into a digital format within a secure electronic mode, utilizing high-security measures to preserve the client's privacy. It also facilitates access to this data when needed, in addition to ensuring accuracy and speed in procedures and implementation. This project's attributes include its adaptability to all sectors, industries, and client requirements.

A pile of a thousand documents processed in less than a second…

A tremendous achievement!

The Digital Archiving Project, designed to the benefit of one of our clients, is a major digitalization project success for Elm. It was established, equipped, and operated according to the latest and most accurate international specifications.

The client's needs were carefully considered by examining the current status of the various document classifications available in the organization's archives. We then sorted, classified, and indexed millions of documents in dedicated centers. The data was processed, sterilized, and the documents were ready for scanning and uploading to the system. The content was then indexed, proofread, and reviewed. Finally, the digitized documents were delivered to the client.

Documents, consisting of thousands of pages, are revived in record time, using devices and technologies that restore papers, convert them into digital documents, and archive them. They have a serial number that can be easily retrieved using a QR code when needed. Also, backup copies are created to ensure they are not lost or misplaced.

Given our client's presence across Saudi Arabia, we were able to collect all the documents using secure, armored, cash-transfer trucks, equipped with high-security measures to preserve the client's privacy. We then transported them to our headquarters in Riyadh for sorting, sterilization, restoration, and archiving purposes.

At Elm, we work to design, build, and deploy these data centers directly at the client's premises, tailoring them precisely to their requirements. This approach streamlines operational workflows and empowers the client with direct oversight. Furthermore, our expertise extends to comprehensive project management. We provide validated, standardized blueprints and methodologies for efficient execution. We also provide the necessary support services to fully operate and manage the project. In the final stage, we meticulously monitor the quality of the operations and accuracy of output. We conclude this task by transferring knowledge and workflow methods to the organization's employees, ensuring the project's continuity and development in-house.

These data centers are equipped with paperless electronic procedures, alongside advanced electronic archiving and digitization techniques applicable to all types of documents, estimated at tens of millions of pieces. For this project alone, more than 21 million documents were sterilized, more than 1 million documents restored, 280 million documents were photographed and scanned, and 280 million documents were transferred.

A Valuable Mine of Data

In an era of booming modern technologies and artificial intelligence dominance, our archiving project aims not only to preserve information digitally and access it when needed, but also to "create a data mine." By digitizing this vast amount of information, we can build a valuable repository of data that can be leveraged by artificial intelligence tools for future repurposing and diverse applications.

An Added Value that Enriches the Customer's and Beneficiary's Experience

Before we even begin designing a product or project, we carefully consider whether it will provide the desired benefit to the client. We then predict the ultimate value that the client will obtain and the desired enhancement that will occur. If a concrete added value is achieved, we draw up a work plan and set to implement it with this goal in mind throughout the project's journey. The most important values achieved from the digital archiving project are:

Preparation and Setup

Creating an integrated, highly secure infrastructure to support the transition to fully digital information, through dedicated headquarters and data centers.

Confidentiality and Automation

Providing a secure environment for documents. preserving them by archiving, digitizing, and delivering them to the relevant entity, via cloud computing technology or digitally.

Efficient Operation

Reducing time wasted searching for documents, providing information in record time, all while lowering capital and operating expenditures.

Digitization and Knowledge Management

Digitally archiving documents, implementing effective paper-based classification, and improving the performance of document logistics management.

A Million-archiving Milestone!

+280 million scanned images

+280 million transferred documents

+1,164,000 restored documents

+21 million sterilized documents

Supported by a dedicated team of 350 employees

Local Expertise with Global Proficiency

Building on our proven track record and years of experience in developing solutions to address problems and challenges across various sectors, the Digital Archiving Project has achieved its objectives, while applying the latest technologies and innovative digital tools. We are now ready for the next phase, which is expansion into global markets. We are committed to tailoring our products and projects to meet the specific needs of our clients while adhering to stringent international standards. A core strategic goal of Elm is global expansion. Our current focus is on exploring and serving new markets, with the ultimate aim of sharing our digital expertise worldwide. With the successful completion of this project, we aim to extend its impact beyond Saudi Arabia, spreading its enriching value globally.