Technology & digital transformation

Process Digitization: from paper files to clear electronic workflows

We help organisations turn paper-based transactions and scattered procedures into defined electronic workflows: an electronic file for each case, organised document storage, documented approvals, automated routine tasks and reports that show where cases get stuck.

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What we offer

Digitization is more than scanning paper. We start by analysing the process as it actually runs: who receives the request, where it is filed, who signs, how often the file moves between offices and where errors recur. Then we design the target workflow and decide which steps can be shortened or automated and which must stay with a responsible person.

We then implement the right solution: an electronic case file that holds documents and status, a document management system with classification, permissions and versions, multi-level approval workflows with a record of every decision, notifications and reminders, electronic forms instead of paper forms, and reports on volumes, durations and bottlenecks. This may be an existing platform configured for you, a system we develop, or a combination.

We pay particular attention to the transition: a prioritised plan for digitizing the existing paper archive, a period of parallel operation where needed, staff training on the new workflow, and clear rules on what is stored where and who may access it. The legal recognition of electronic documents or electronic signatures is determined by applicable regulations and the competent authority; we do not assume it in advance.

Who it is for

Ministries and directoratesHigh volumes of cases passing several approval levels, and a need to know where each case is and for how long.
HospitalsAdministrative, finance, procurement and HR procedures still relying on paper alongside clinical work.
Mid-sized companiesPurchase requests, leave, contracts and invoices approved by email and phone without a clear record.
Universities and educational institutionsStudent and staff requests and academic documents that need organised filing and tracking.
Organisations and funded projectsNeed accurate documentation of decisions and documents for monitoring and audit.

Problems we address

Cases get lost or delayed because paper files move between offices without tracking.
Old documents are hard to find because the archive is unclassified or spread across locations.
Approvals happen verbally or by message, leaving no clear record of who approved what and when.
The same data is typed manually into several forms and spreadsheets.
No reliable figures on case volumes, processing times or where delays occur.
A process depends on one employee who knows the details, so work stops when they are absent.

Tasks and deliverables

Current process analysis: Written and diagrammed maps of key processes as they run today, with bottlenecks, duplication and risks identified.
Target workflow design: A description of the new electronic workflow: roles, forms, approval levels, rules and automation points.
Electronic case file: One place holding a case's documents, data, status and action history.
Document management system: Classification, indexing, permissions and versioning, with search that makes documents easy to find.
Approval workflows and notifications: Multi-level approval with a decision log and automatic reminders when a case is overdue.
Automation of routine tasks: Generating documents from templates, moving data between systems and assigning tasks automatically according to agreed rules.
Reports and dashboards: Reports on case volumes, processing times and delays to support management oversight.
Archive digitization plan: A phased plan to scan and index paper documents by priority, with quality and naming rules.

Who does what

What IAG does

Analyse processes through interviews and workshops with the staff involved.
Design electronic workflows, forms and approval rules.
Select a suitable platform or develop and configure the required system.
Implement integrations and automation and build reports.
Plan the transition from paper and train users.
Support operation after launch and refine workflows based on usage.

What specialists, partners and authorities do

Management approves the new workflows and authority levels and issues the internal instructions needed to apply them.
Legal recognition of electronic documents and signatures and mandatory retention periods are determined by applicable regulations and the competent authority or legal adviser.
A specialised provider may handle scanning of large archives, coordinated and supervised by us where needed.

Practical example

Illustrative scenario

Digitizing purchase requests in a public institution

An institution handles purchase requests on paper through four signature levels, and nobody knows where a request is waiting.

Document the current path with requesting departments, procurement and finance.
Design an electronic request form and an approval path matching approved authority levels.
Set up the electronic request file with attached quotations and documents.
Pilot the workflow in one department and adjust based on feedback.
Activate reminders and a monthly report on approval times.
Roll out the workflow and train staff.

This is an illustrative scenario to explain our approach, not a client reference.

How we work together

Select processes
We identify with you the processes with the greatest impact to start with, rather than digitizing everything at once.
Analysis
We document the current process, measure what can be measured and identify problems and opportunities.
Design and approval
We design the electronic workflow, forms and permissions, approved by management before implementation.
Implementation and pilot
We set up the system, pilot it with a limited group of users and adjust based on the results.
Rollout and training
We roll out the workflow, train staff and provide a short guide for each role.
Measure and improve
We review reports after a period of operation and propose improvements to the workflow.

Intended results

Visibility of where each case is and its status at any time.
A documented record of decisions and approvals that supports oversight and audit.
Less repeated manual data entry and fewer resulting errors.
Faster access to documents within defined permissions.
Data that helps management identify and address delays.

What we need from you

A project owner and an owner for each process being digitized.
Current paper forms and internal instructions in force.
The authority matrix and approved approval levels.
Participation of the relevant staff in analysis and piloting.
A management decision to apply the new workflow and a transition date.
Information about existing systems that need to be connected.

Basis for cost and timeline

Cost and duration depend on the number and complexity of processes to digitize, the number of users and departments, integration needs, the size of any paper archive in scope, and whether the solution is an existing platform or a developed system. We usually recommend starting with a fixed-price analysis phase, then pricing implementation per group of processes once their design is approved. Ongoing support and improvement are agreed under a separate contract.

Frequently asked questions

Do we need to digitize all our processes at once?

We do not recommend it. Starting with one or two high-impact processes lets you test the approach and build staff confidence before expanding.

Are electronic documents legally recognised?

That depends on the document type and applicable regulations. We design the solution to support the requirements defined by your legal adviser or the competent authority; we do not give legal opinions.

What about our existing paper archive?

We set up a phased plan starting with the most-used documents, with indexing and quality rules. Scanning can be done in-house or by a specialised provider.

Do staff need special technical skills?

Interfaces are designed to be simple and in Arabic, and we provide short practical training for each role along with a brief guide.

Can the new workflow connect to our current systems?

Usually yes, depending on the interfaces or data exchange options those systems offer. We assess this during analysis.

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