The Success Story of Pròdeo SpA
document management sector process optimization represents a crucial challenge for companies handling large volumes of paper and digital documents. This challenge is embraced by Pròdeo SpA , a company established in 1985 and established as a strategic partner for businesses and public administrations, offering management services for the entire lifecycle of document archives .
With the advent of digitalization , organizations are faced with the need to manage an ever-evolving document heritage securely, efficiently, and in compliance with regulations. For companies like Pròdeo , which have been operating in the sector for decades, innovation is not just a strategic choice, but a necessity to respond to new market demands and ensure increasingly efficient service to their customers.
Pròdeo's operational challenges
To meet these needs, the company has structured its services into four main phases, which cover the entire document management lifecycle:
Document collection and storage : Pròdeo ensures the security and regulatory compliance of documentation through archival storage facilities equipped to store both paper and digital materials. Data protection and compliance with privacy regulations are crucial during this phase, where proper information management can directly impact the business continuity of client companies.
Digital reorganization and cataloging : Organizing and digitizing documents are essential steps to ensure rapid and secure access to information. This phase represents a significant challenge, as it requires an adequate technological infrastructure to ensure documents are easily found and accessible when needed.
Document search and delivery : Requests for access to documents, whether in paper or digital format, must be processed quickly and efficiently. To meet customer needs, Pròdeo handles delivery using secure methods, such as certified email (PEC) or physical mailing. However, the traditional process presented challenges, including manually managing requests via email and verifying the actual presence of documents in the archive.
Disposal and destruction of documents : Effective archive management also includes the disposal of documents no longer subject to retention requirements. This operation must be carried out in compliance with current regulations, guaranteeing the confidentiality of sensitive data and ensuring that document disposal occurs in a safe and environmentally sustainable manner.
Over time, technological evolution has highlighted some critical issues in management processes, including:
Business fragmentation and operational inefficiencies.
Using separate solutions to manage different aspects of document management.
Email-based communications , with security and privacy issues.
Difficulty in monitoring activities , with the risk of disputes over SLAs.
Digital innovation in document processes with Jamio openwork
To overcome these challenges, Pròdeo adopted a cloud-based platform that integrates document archive management, back-office operations, and user requests into a single solution. The new application has enabled:
Digitize operational flows , simplifying procedures.
Guide users through tasks with a proactive and structured system.
Ensure security and privacy with role- and profile-based access policies.
Track every activity for precise SLA monitoring and process optimization.
Support GDPR compliance by offering advanced data protection tools.
The Tangible Benefits of Digital Transformation
Thanks to the adoption of the new platform, Pròdeo has achieved concrete results:
Operational efficiency with a 15% performance improvement.
Reduced implementation times , thanks to a no-code approach that allowed the solution to be created in just a few weeks.
Greater customer satisfaction , always updated in real time on the status of their requests via an interface accessible from any browser.
The vision of Prodeus
According to Piero Cosoli , Chief Operating Officer of Pròdeo, the distinctive element of the adopted solution was the concept of extended organization , which enabled direct collaboration between the outsourcer and its customers. This approach transformed customers from passive subjects to active participants in the processes , with benefits both for Pròdeo, which was able to lighten the back-office burden, and for customers, who gained greater control over their requests and SLAs .
Pròdeo 's experience demonstrates how adopting an innovative platform and a no-code approach can significantly impact document management, improving efficiency, security, and collaboration between organizations.
