General Overview
Before going digital, Safran dealt with immense volume of records and was having a hard time managing and controlling its physical archives in line with its business needs and legal regulatory standards. Safran was using a excel sheet consisting of a global table with 154 columns, 500 document types and 14 attributes.
Safran was keen on implementing an archiving system to optimize the management of its documents and records in order to meet the challenges and expectations linked to its activity. Therefore, Safran chose Intalio to implement a simple and seamless archiving tool supporting the companies and the group level rules.
What did they need?
The excel sheet used by Safran was very complex and consumed a lot of time. Simply, it wasn’t working. Over 340,000 documents and 80% of 100,000 boxes are stored at a third-party archiver.
Safran was also facing access rights control and rule modification issues. Safran was looking for simplicity and wanted a modern archiving solution.
The increase in legal, normative, regulatory and internal requirements at Safran, pushed the company to modernize its archiving system and secure the electronic flows.
Also, the number of paper flows was increasing (>100 KM) in addition to the audit requests from the supervisory authorities, which made a flexible archiving management system a necessity.
The context of Safran frequent changes in the company (merges, reorganizations, etc.) also reinforces the need to homogenize archiving practices for the entire Group and improve efficiency.
More about Intalio Implementation
Intalio implemented an archiving solution for Safran so they can access one governance reference for the entire group. They are now able to set rules for different company and group levels, all in one central location.
Intalio offered an in-house configuration capacity to Safran proving the quality of the solution implementation. In addition, Intalio presented in this tool, the rules engine perfectly adapted to the needs of the group.
Intalio provided Safran with the ability to easy and secure access to rules. Safran can now define the authorized employees at different levels to access the archives for auditing and case management.
With the new implemented solution, Safran are now able to track any modification or changes that may occur and guarantee the enhancement of the information assets in compliance with legal, normative and regulatory obligations.
The implementation of the solution complies with laws, regulations and standards and ISO 14641-1. The documents can be seamlessly presented during any possible audit request.
The process of exchanging information and documents with third-party archivers is also automated.
After Intalio Solution Implementation
After Intalio successful implementation of the archiving solution, Safran was able to modernize its archiving tool and thus reduce the burden on its operational staff, while ensuring control of the risks linked to the management of archival documents.
Safran are now using a more flexible and suitable tool that differentiates several levels of rules. Access to the rules and control of rights have never been simpler.
The solution implemented simplified the monitoring of developments. Safran are now able to track changes and analyze its impacts.
The documents archived in the system are compatible with previously used excel files.
Continuous improvement of the solution is always supported with harmonization of the archive documents management practices within the company.
Results
More than 20,000 physical documents are currently managed by the solution, with fluidity and simplicity.
Safran can now access the requested documents for audits or litigation, and enhance its documentary heritage, while meeting legal, normative and regulatory obligations related to document retention.
“During the user training campaigns on the application, we had excellent feedback, both on the ergonomics and the ease of use of the application”. stated Pierre-Vincent BRUYS, document management and archiving manager, Safran.
About Safran
Safran is an international high-tech group, a leading equipment manufacturer in the fields of aeronautics, space, defense and security. The group comprises a number of companies across the globe with more than 95,000 employees and sales of 24.6 billion euros in 2019.
Safran develops, produces and markets engines and propulsion systems for civil and military airplanes and helicopters, ballistic missiles, launch vehicles and satellites. It offers today a complete range of optronic, navigation and optical systems for use in the air, on land and at sea.
For additional information, please visit: https://www.safran-group.com/
