Energy Company Transforms Document Processing To Achieve Cost Savings and Greater Efficiency

Challenge

A multinational energy company was facing significant operational challenges due to outdated, paper-based document workflows. These legacy processes created a critical bottleneck, particularly in the updating, approval, and completion of oil contracts. Like many organizations in the oil and gas sector, the company struggled to manage large volumes of contracts, which are often complex, span multiple departments, and require meticulous tracking of milestones and compliance obligations.  

Manual processes not only increased the risk of errors and miscommunication, but also made it difficult to quickly locate the latest contract versions and key details—further slowing business operations. Employees frequently encountered delays when locating, retrieving, and distributing essential documents—delays that put client relationships and the company’s overall agility at risk.  

To address these issues, the company set out to accelerate contract turnaround times, enable instant and secure document access across departments, reduce document management costs (including those related to paper, printing, storage, and offsite records), and transition seamlessly from paper-based to digital processes. 

Solution

To achieve these objectives, Canon Business Process Services worked closely with the client’s IT and operations teams to redesign and modernize document workflows. The transformation began with the establishment of a Digital Intake Center to centralize daily document intake, ensuring that all incoming documents were immediately digitized and indexed using advanced imaging technology and barcoding. A "day forward" approach was implemented for mail handling, so that imaging, indexing, and electronic updates were performed in real time, keeping both paper and digital records synchronized and accessible. Additionally, the use of Optical Character Recognition (OCR) and full-text search enabled rapid document retrieval, while new space-saving filing systems and restructured vendor contracts helped lower offsite storage expenses.

Results

The results were substantial. Staff in departments such as marketing, customer service, accounting, and contract management were relieved of manual filing and imaging duties, allowing them to focus on higher-value business activities. Recordkeeping became standardized and policy-driven, rather than based on individual or departmental habits.  

Over 1.6 million legacy paper files were digitized, freeing up valuable office space. Authorized staff can now securely access any contract or record in real time via a web-based portal, eliminating reliance on file room clerks and manual processes. Since the launch of the Digital Intake Center, costs associated with document processing—including couriers, mail handling, and offsite retrieval—have dropped significantly. Copying and distribution costs within central reprographics have also declined, and files remain consistently up to date in both paper and digital formats. 
 
This comprehensive transformation has enabled the company to streamline operations, improve responsiveness, and reduce costs—positioning it for greater efficiency and agility in a competitive market.