New document management system and process bring quality, efficiency and security to operations

Vestia, responsible for managing practical waste management arrangements for households in 16 municipalities across Central and Northern Ostrobothnia, identified the development of document management as its most important system development target for 2023. There was no formal document management system in place previously, and documents were stored in various locations, such as shared network drives and staff’s personal computers.

Vestia aimed not only to implement an efficient and user-friendly document management system but also to define a clear and unified process for document management, along with providing support and training for users on the process itself.

"The amount of information and data is increasing in companies, and as a result, the importance of managing it continues to grow. We started the development work from a rather challenging situation, and the need for standardization and an efficient process and system was significant", says Vestia’s Development and HSEQ Manager Riikka Saari.

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Ready-made and flexible service models ensure a smooth project

In these types of system development projects, systematic data collection and structured progress are essential. This approach allows focusing on the key aspects of the project and, on the other hand, ensures smooth progress as data collection advances and the necessary details needed for the project become clear.

"Projects like this always progress step by step as the customer clarifies key aspects related to development. In such situations, Fluentia's service model is fair and cost-effective for the customer – the project moves forward, but no costs are incurred during the clarification phase. However, our expert is always available to support the customer when needed," explains Tomi Leppälahti, Fluentia CTO.

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From efficient specification to seamless implementation

The project started with extensive interviews. In the interviews, the workflows related to the production, storage, access rights, retrieval and other use cases of different types of documents were thoroughly reviewed, taking into account the needs of the company and the organisational structure. Based on these, the document management processes were defined and documented into a comprehensive guideline.

Vestia uses Microsoft systems, so a customised SharePoint site was a natural choice as the document management system. Clear models for the document lifecycle were also created during the project, including an automated archiving model implemented using Microsoft Power Automate.

The fluent implementation of the new document management system was ensured through training sessions, which covered both the planned document management process and how the various parts of the process are carried out in the system on a practical level.

“The project met our needs exceptionally well. With a clear and efficient document management model and system, information is now easily accessible when we need it. In addition to streamlining operations, the model ensures consistent practices, and clear responsibilities were established for different types of documentation. The new system also ensures the security of documents and manages access rights while taking legal requirements into account. Collaboration with Fluentia's experts was effortless, and the project progressed seamlessly, taking into consideration our the circumstances and schedules of our organization. Especially the systematic and efficient definition deserves praise," Saari praises.

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Vestia Oy (Limited Company)

Vestia is 100% owned by municipalities.

According to legislation, the municipality is responsible for organizing waste management for its residents. Vestia take care of the practical tasks of organizing waste management, such as:

- receiving waste

- processing and utilizing waste

- directing waste for recycling

- receiving and delivering hazardous waste for processing

- arranging waste transportation under the municipality's responsibility

- providing recycling advice