Laserfiche Transforms Orano Operations with Records Management and Process Automation
5 min read
SITUATION
• Hundreds of records created weekly
• Storage requires complex compliance requirements
• Manual processes led to bottlenecks, errors and delays
RESULTS
• Standardized transparent records management enabled faster document retrieval and enhanced regulatory compliance
• Laserfiche automated workflows accelerate processes and increase productivity enterprise-wide
Orano is a recognized international operator in the field of nuclear materials. The company’s offerings include products and services throughout the entire fuel cycle, including the design, certification and production of casks, as well as the associated transport, with the highest level of risk control.
The company records every aspect of operations, resulting in the creation of hundreds of records weekly, including technical files, purchase orders and contract-related documents. Meanwhile, all documentation goes through constant review and approval, and everything must be stored in accordance with regulatory compliance requirements.
“Because we’re in the nuclear industry, document oversight is extremely important — so we undergo lots of audits and have to be able to find data,” said Gloria St. Denis, records management consultant for Orano. Fortunately, the complex information infrastructure and processing involved with Orano’s daily operations is made simpler with Laserfiche, the company’s records management and forms processing solution. “My background is in records management, however, Engineering is my biggest client at the company. They want to do things that make their life easier. And for a lot of that, there is Laserfiche.”
Since implementing Laserfiche, St. Denis estimates that information management and automated business processes have been made between 10-50% more efficient. In some cases, the impact has been even greater.
“Laserfiche has saved us from a lot of issues and errors,” she added.
Building a Single Source of Truth
Laserfiche serves as the content repository for some of Orano’s most important information. The standardization that Laserfiche has provided solves a number of information management headaches for St. Denis and the organization, such as:
- Inconsistent metadata: Lack of standardized data entry practices can make searching for specific documents difficult
- Version control issues: Multiple copies and versions of documents lead to confusion and potential use of outdated information
- Process fragmentation: Manual processes for document submission and retrieval delay workflows
Due to the sensitivity and importance of the company’s products and services, the organization requires all information that is defined as a record to be held in dual storage. This includes the Orano Policies and Procedures System (PoPS), which Laserfiche keeps up to date with the latest versions of documents.
“We use transparent records management to manage PoPS, so that those who manage the procedures and policies can see the history of the information, but the rest of the organization only sees the latest and greatest version,” St. Denis explained.
Beyond PoPS, Orano uses Laserfiche to manage information and streamline processes in other areas of the business, including:
- Cost control
- Document and records management
- Engineering
- Fabrication project management
- Information services
- Licensing
- Procurement
- Project management
- Quality services
Simple online forms now enable employees to submit a new record, to which a standard template and metadata are applied. Additionally, Laserfiche’s OCR capabilities support the system’s abilities to provide the information that people need with a simple text search.
“Laserfiche does a great job of OCR,” St. Denis added. “It captures all the information we need from the documentation, making it easier for people to find what they’re looking for.”
As a result, staff can now find any engineering record, design record, purchasing record or any other customer or vendor documentation in just a few keystrokes, regardless of the information’s origin. To make information searches even easier, St. Denis has set up customized webpages and search forms using Laserfiche.
“With a transparent records management strategy, we’re going beyond thinking of Laserfiche as just a place to put electronic documents,” St. Denis said. “We organized and standardized everything. That made it simpler.”
Optimizing Information Flow
St. Denis has also introduced process automation to streamline the flow of information and accelerate reviews and approvals.
One of the most impactful Laserfiche solutions has been the Approved Suppliers List (ASL), which was previously managed through a Word document. “We built a Laserfiche Forms process in front, and within 15 minutes, that approved supplier is on the Approved Suppliers List,” St. Denis said. The previously manual, cumbersome process typically took between two to three weeks. “These automated processes enable us to communicate certified suppliers to our organization quicker. Ultimately, we can get back to the client sooner.”
Process automation also extends to the Approved Supplier Maintenance process, better enabling the organization to maintain traceability of documents and any changes, while still supporting the integrity of the ASL.
Other processes have simplified and accelerated collaboration across the enterprise, even across global regions. The Shipping Release process requires multiple sign-offs on multiple documents — with an average of three signatures per document. Previous to automating, employees would physically walk forms around or send them through email; when signatories were in different countries, delays were not uncommon. “We were able to get the average time it takes to do a shipping release from three business days down to one to two hours,” St. Denis explained.
Similar efficiency gains have been seen in the processes for:
- Document control
- Reserving a document number
- Data update requests
- Computer program error reporting
- Design change requests
- Quality procurement documentation approvals
- Unplanned design engineering work approvals
Using Laserfiche’s intelligent capture, transparent records management, and complementary process automation capabilities, Orano has seen the benefits of faster information retrieval, enhanced regulatory compliance, and increased productivity across the organization.
For St. Denis, Laserfiche has augmented her ability to support the organization’s business goals. “I love that I — as a records professional — can create solutions and there is a lot less involvement required from IS/IT,” she added.
