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CASE STUDY
Strengthening Document Governance at a Leading Coal Mining Company
At A Glance
INDUSTRY
Coal Mining
SOLUTION
Docuflo DMS
Overview
A Leading Coal Mining Company is a company operating in the coal mining industry with operational areas in Kalimantan, Indonesia. The company conducts activities ranging from exploration and production to coal distribution, while prioritizing operational efficiency, workplace safety, and compliance with environmental standards to support national energy needs.
As a growing mining company, the Company operates in a highly regulated environment where every business activity must comply with strict regulatory requirements. Its end-to-end operations—ranging from exploration, production, reclamation, to coal trading—are supported by a vast number of critical documents. These include mining permits (IUP, IPPKH, OSS RBA), RKAB & LKPM reports, vendor and contractor agreements, bank facility agreements, internal audit reports, Health, Safety & Environment (K3L) documentation, as well as IT project documentation such as SOW, FSD, TSD, UAT, and SIT.
The Challenges
Prior to implementing Docuflo, the Company faced multiple challenges in managing this growing volume of documents. Files were stored in unstructured shared folders without standardized naming conventions, making them difficult to organize and retrieve. Documents were scattered across different departments, creating silos and limiting visibility. Physical archives were managed by third-party vendors, resulting in longer turnaround times whenever documents were needed, along with additional costs for document delivery to the Company office and return to the archive warehouse. During audits or inspections, locating required documents was time-consuming and inefficient. There was also a significant risk of using outdated or incorrect document versions due to the absence of proper version control. Furthermore, access to documents was not clearly regulated, increasing the risk of unauthorized access and compliance issues.
The Solution
To address these challenges, Docuflo was implemented at the organization, starting with three key departments: Legal, CPOC (Corporate Planning Operation Control), and IT. This initial phase served as the foundation for a broader digital transformation initiative, with plans to expand the implementation across all departments. Through Docuflo, documents are now managed using structured document profiles and metadata, allowing each file to be categorized based on attributes such as document type, year, company name, contractor, related parties, and other relevant operational classifications. This structured approach ensures that documents are systematically organized, easily searchable, and securely managed within a centralized platform.
The Benefits
With Docuflo in place, the mining company has significantly improved its document management capabilities. The system enables users to quickly search and retrieve documents within seconds, apply filters based on specific criteria, and access accurate and up-to-date information. Version control is now fully managed, ensuring that only the latest and approved versions of documents are used, while historical changes are tracked through a comprehensive audit trail. Access control mechanisms allow sensitive documents to be secured based on user roles and permissions, enhancing data security and governance. Compliance monitoring has also become more proactive, with documents readily available and well-organized for regulatory review.
With Docuflo in place, the mining company has significantly improved its document management capabilities. The system enables users to quickly search and retrieve documents within seconds, apply filters based on specific criteria, and access accurate and up-to-date information. Version control is now fully managed, ensuring that only the latest and approved versions of documents are used, while historical changes are tracked through a comprehensive audit trail. Access control mechanisms allow sensitive documents to be secured based on user roles and permissions, enhancing data security and governance. Compliance monitoring has also become more proactive, with documents readily available and well-organized for regulatory review.
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