Veolia Water Technologies eliminates information silos and streamlines document management for large civil construction projects with AODocs

Veolia Water Technologies eliminates information silos and streamlines document management for large civil construction projects with AODoc

Veolia Water Technologies evaluated several different document management solutions, but they all fell short. Then VWT found AODocs.

Our company moved from Microsoft to the Google stack in 2014, and in 2016 our CEO made the decision that our company needed a solution that would standardize document management across the organization,” said William Laloyau, Corporate IS&T Collaborative & Engineering Solutions Manager at Veolia Water Technologies. This meant that we had to find an offering that would fit seamlessly with Google Workplace.

VWT selected AODocs as their centralized platform for content management, and deployed it across their global network of offices. Approximately 1,500 VWT employees residing in offices in North America, Latin America, Europe, the Middle East, and Southeast Asia are now leveraging AODocs for managing business-critical civil project documentation.

Managing and Validating High-Volume Document Transmittals

VWT manages multi-million and multi-billion civil projects, and effectively managing the hundreds of thousands of files and documents associated with each one is paramount. Document transmittals, the process of sending packages of project documentation to VWT clients for review and approval, is a critical part of how the company works with partners and customers on its projects.

You simply cannot manage many of the civil projects we do without a formal document control system. AODocs’ content and workflow management capabilities enable us to elevate our ability to collaborate with clients on document transmittals.

VWT configured AODocs to optimize its document transmittal process and created document classes (with related metadata attributes included) for each transmittal basket of files and records. This enabled the company to ensure document control and provided a history of all related document transmittal activities, which ultimately helped VWT validate that the right people reviewed, annotated, and/or approved the right files and records and at the right time.

We can easily and securely manage high-volume transmittals to ensure project invoices, supplier documents, technical specifications, delivery schedules, proposals, engineering specifications, procurement documentation, and all other project files and records that our customers must review and approve is done accurately and efficiently, said Laloyau.

Considering the highly-confidential nature of the records included in document transmittals (invoice-related financial information, agreements, design files, etc.), ensuring security is vital.

With AODocs, we have the confidence to share confidential information with customers and partners outside of the Veolia domain. As long as they have a Google account, it’s very easy for us to do this in a very secure manner.

Always Accessible, Always Performant

In addition to the benefits achieved by streamlining its approach to document transmittals, AODocs has proven helpful in helping VWT drive overall adoption of Google Workplace across its organization.

Whether they’re residing in one of our global offices or working from home, our employees use AODocs on a daily basis. We’ve never experienced any technical or performance issues with AODocs, the platform is always available. This has proven to be invaluable during the COVID-19 pandemic, said Laloyau.

With its success in leveraging AODocs, VWT is looking into assimilating other systems and repositories into the platform. The company is in the process of migrating all of its existing SharePoint sites into AODocs, and is also looking into expanding the use of the platform in its human resources, legal, and finance departments.