A snap from a day of the DRT centre – a technology heart of ArchiDoc, Oasis Group Company from Poland
– What do we do on a daily basis? We supervise services of processing documents from entire Europe – laughs Marcin Szal, Process Optimisation Manager at ArchiDoc, an OASIS Group company operating in Poland and the CEE region. Have a look at a daily routine of him and his team!
This story takes place in ArchiDoc’s main records and operations center in Chorzów, Poland – a heart of nearly all operations in fields of documents, information management and back-office processes executed in the CEE region by the OASIS Group. Here, in one of the spacy but packed rooms, is located the DRT centre.
DRT is a Polish acronym for Development Technology Department (Dział Rozwoju Technologii). The unit is responsible for all automated processes executed with robots in the company: from transforming images of documents to text using OCR technology (Optical Character Reading), processing them in a complex way and finishing on the end steps of an entire process, i.e. mass correspondence to final consumers. In private talks they are still called the OCR team, despite their responsibilities are much wider.
There are 3 specialists at the DRT team: Marcin, Mariusz, and Michał. All of them begin their office day as early as 6 AM.
– We work from 6am to 2 pm in the office because of our private lives. As fathers and husbands, we need to take care of our families in the afternoon. But, on the other hand, we keep our fingers on a pulse 24/7 thanks to mobiles or project management software – explains Marcin.
Projects from A to Z
Marcin and his colleagues start their day by checking the situation on over 60 projects that are proceeded at the DRT centre. They need to check step by step the entire workflow. First, the documents are scanned in the scanning department. Then, in the DRT centre, the advanced algorithms identify in the images of documents some objects as texts, signatures or bar codes. Robots recognize them, read them and insert data in databases. Based on the info gathered, robots collate documents, complete folders with selected scans, and proceed some processes nearly to the very end. This is for instance sending emails to individual clients of companies that ArchiDoc works with or printing out some documents to be delivered to the public administration offices in some European countries. The ArchiDoc’s DRT centre process four million pages monthly.
If there are any errors identified, the DRT team troubleshoots. Guys still have a few hours to make everything steady and working before the rest of the company start their business day. But usually, this is time to answer some emails or prepare reports.
A kind of turmoil start around 9 when the entire ArchiDoc team comes to the office. The DRT centre receives some requests from client service departments to add, change or create new elements in processes or completely new operations. One of recent examples are adding text (SMS) or email alerts for users of the ArchiDoc’s document workflow software (named INDO) if a certain type of paper arrives or some action is required to be taken.
– Several paths cross in our business unit. We work closely with developers and analysts, scanning and client service departments – explains Marcin.
At 2pm the atmosphere starts to be quieter. All the urgent requests are served, new changes ready to be tested in the late afternoon and all the OCR operations going on. The robots work 24 hours a day so Marcin and his team make sure they will have enough to do and no errors neither traffic jams in the workflow will take place. But if they will, Marcin, Mariusz and Michał will take care of them remotely. After all, the show must go on!