Use Case: Integrated Document Management (IDM) with Coginov Solutions
Organisations across industries face growing challenges in managing the volume, variety, and velocity of documents and data. This use case illustrates how Coginov’s Integrated Document Management (IDM) suite — powered by QoreCapture, QoreUltima, QoreAudit, and QoreMail — can streamline operations, improve compliance, and deliver measurable efficiency gains.
Client Profile
A mid-sized financial services firm operating in Quebec needed a robust solution for managing thousands of client contracts, regulatory documents, and internal records. The firm was struggling with manual processes, compliance risk under Loi 25, and delays in retrieving important documents during audits.
Challenges
- High Volume of Paper Records: Physical storage created delays in access and increased operational costs.
- Compliance Pressure: Upcoming Loi 25 enforcement required immediate changes to personal data management and audit readiness.
- Workflow Inefficiencies: Manual processing of invoices, contracts, and correspondence slowed business operations.
- Information Silos: Different departments stored documents in disconnected systems, making cross-team collaboration difficult.
Solution Deployment
Coginov deployed an integrated IDM solution combining four core products:
- QoreCapture: Digitised paper contracts, invoices, and forms using high-accuracy OCR. Intelligent capture classified documents automatically, reducing manual indexing by 80%.
- QoreUltima: Centralised all digital documents into a secure repository with advanced metadata tagging and semantic search, enabling staff to locate files in seconds.
- QoreAudit: Automated compliance workflows, generated personal data inventories, and maintained audit trails to meet Loi 25 requirements without manual spreadsheet tracking.
- QoreMail: Secured and archived business-critical email communications, ensuring retention policies matched compliance obligations.
Integration with AI & Automation
By leveraging AI and machine learning capabilities in QoreUltima and QoreCapture, the client achieved:
- Automated Document Classification: Semantic analysis grouped related documents across departments for faster discovery.
- Data Mapping: QoreUltima visualised document flows to identify bottlenecks in approval processes.
- Business Process Automation: QoreAudit triggered alerts for missing compliance documentation, reducing audit preparation time by 50%.
Results Achieved
- 70% Reduction in document retrieval time.
- 80% Decrease in manual data entry through intelligent capture.
- Full Loi 25 Compliance with automated personal data inventories and audit-ready reports.
- Improved Collaboration through a single, centralised document repository accessible company-wide.
Conclusion
This use case demonstrates how Coginov’s IDM approach — integrating QoreCapture, QoreUltima, QoreAudit, and QoreMail — transforms document management from a manual, siloed process into a fully automated, compliant, and intelligent system. By adopting Coginov’s technology, organisations can not only meet regulatory demands but also unlock significant productivity gains and operational efficiencies.
