Case studies: how Digitera can help you

Case Study: Migrating a Document Database to a Modern Platform

Context

A company was using an outdated software solution with performance issues, lack of support, and incompatibility with modern formats.

Challenges

• Proprietary format that was difficult to access.
• Inability to scale or integrate with other applications.
• Risk of data loss during the transition to a new platform.

Digitera Solution

• Exporting legacy data into standardized formats.
• Cleaning, validating, and logically restructuring the document database.
• Phased migration without interrupting ongoing operations.
• Implementation of a modern, scalable, and user-friendly DMS.

Results

• Complete migration with no data loss.
• Improved performance and compatibility with new technologies.
• Enhanced security and automated backups.
• Reduced maintenance costs and increased flexibility.

Case Study: Implementing a Document Management System (DMS)

Context

An organization with multiple departments and offices relied on shared folders and emails to store and distribute documents, without a centralized solution.

Challenges

• Document duplication and confusion regarding the “final” version.
• Limited access to information for field employees.
• Lack of a consistent policy for document storage and security.

Digitera Solution

• Implementation of a modern DMS, accessible via web and mobile.
• Organization by collections, roles, and access levels.
• Advanced search functionality and full traceability.

Results

• Document search time reduced from minutes to seconds.
• Full control over versions and change history.
• Easy and secure access from anywhere.
• Reduced risk of information leaks.

Case Study: Consulting for the Digitization of a Physical Document Archive

Context

A company with a significant volume of physical documents aimed to modernize its processes by digitizing its historical archive. This included legal, financial, operational, and technical documents stored in various locations, some under inadequate conditions.

Challenges

• Lack of a clear digitization strategy.
• Outdated, incomplete, or hard-to-access documents.
• Costly and difficult-to-manage storage spaces.
• Risks of loss or deterioration of physical documents.

Digitera Solution

• Auditing the physical archive and defining digitization priorities.
• Designing workflows for scanning, indexing, and validation.
• Selecting appropriate equipment and software solutions.
• Guiding the client between in-house or outsourced organization options.
• Developing a digital archiving plan.
• Training the client’s team through workshops and ongoing support.

Results

• Over 70% reduction in information access time.
• Optimization of physical spaces previously dedicated to archiving.
• Improved traceability and security for documents.
• Flexibility in accessing documents from any location.
• Creation of a scalable digital infrastructure for the future.

Case Study: Automating Data Extraction from Proprietary Customs Forms

Context

The client regularly received customs forms (DAI – delivery notices) in a proprietary Adobe-based PDF format. Although the files appeared to be standard PDFs, the data could not be extracted or processed using OCR tools. As a result, employees had to manually copy information from each form into internal systems—an extremely time-consuming and error-prone process.

Challenges

• Proprietary PDF format incompatible with standard OCR or data extraction tools.
• Manual data entry consumed significant time and resources.
• High risk of human error when processing large volumes of forms.
• Inefficient workflows causing operational delays and additional costs.

Digitera Solution

• Development of a custom application capable of directly interacting with the proprietary PDF format.
• Automatic extraction of all relevant data fields and export into structured Excel files.
• Complete elimination of the need for manual intervention.

Results

• Full automation of data extraction from customs forms.
• Zero manual effort from the client’s team.
• Significant reduction in processing time and costs.
• Improved accuracy and reliability of extracted data.
• Freed-up resources redirected toward higher value-added activities.

Case Study: Integrating Three External Platforms into an Existing Internal System

Context

A company in the fiscal services and financial consulting sector used three essential platforms in its daily operations: CloudTalk (telephony and call center), Pipedrive (CRM), and Intercom (customer communication and support).

Although each tool was useful, information remained fragmented, and the team lacked a complete, unified view of customer interactions. The company already owned a custom internal application central to its processes, but it was not connected to the other systems.

Challenges

• Fragmented information across three separate systems.
• Lack of a unified view of customer history.
• Time wasted accessing and manually correlating data.
• Need to automate internal reporting processes.
• Operational and support teams lacked fast access to up-to-date data.

Digitera Solution

Digitera Software Solutions delivered an integration project through which data from CloudTalk, Pipedrive, and Intercom is automatically collected, validated, and synchronized into the client’s internal application.

• Analysis of existing data flows and operational processes.
• API-based connections to the three external platforms.
• Automatic retrieval of relevant information (calls, leads, conversations, activities, etc.).
• Data normalization and validation to ensure full accuracy.
• Integration of data into the internal application in an easy-to-use format.
• Automated updates so the client’s team always has up-to-date information.

Results

• Complete centralization of information into a single application.
• Significant reduction in time spent accessing and correlating data.
• 360° view of each client, without switching between platforms.
• Increased efficiency for support, sales, and operations teams.
• Reduced human error by eliminating manual processing.
• Clearer internal processes and faster decisions based on up-to-date data.