Viscaria is mining for success with a new document management system

Swedish mining company Viscaria has transformed time-consuming and resource-intensive administration into efficient, controlled document management processes with the help of Columbus.

Managing millions of documents, endless users and external stakeholders

The mining industry is highly document intensive, requiring several types of documents, usage scenarios, and user roles. With plans to reopen the Viscaria copper mine, managing documentation was becoming more complex and time consuming. Each project and activity brought its own documentation needs. Additionally, there were legal requirements, infrastructure plans and process documentation to keep track of. Certain information needed to be restricted to specific users, while other data had to be easily accessible by the right individuals in their defined roles.

It quickly became clear to Viscaria that a traditional folder-based document repository wouldn’t be up to the task.

Controlled accessibility with a smarter document management system

To establish a solid foundation for the successful reopening of the copper mine, Viscaria implemented a new document management system. Every document is now assigned metadata tags that categorise projects, roles, assets, and other relevant attributes. This ensures documents are easily searchable and accessible when needed.

“By setting up a new document management system with a solid structure, relevant tags, and clearly defined roles, we’re saving a lot of time and resources,” says Emma Mäkitaavola, Chief Project Manager at Viscaria.

Beyond improving document accessibility, the new document management system also provides robust access control functionality. This enables Viscaria to define who has access to specific documents based on role, function, or other criteria.

Although Viscaria is still in the early stages with the new document management system, the team has already benefitted from:

• Enhanced search and filtering tools, making it easier to find relevant information.
• Improved access management, allowing project managers to access all documentation related to their projects.
• Faster approval and signature process thanks to the integrated DocuSign functionality.
  
  

“The new document management system is a key part of providing our teams with smart, efficient tools that simplify the way we work. This means we can focus on driving the business forward instead of getting bogged down by administrative tasks,” says Emma Mäkitaavola.

Secure collaboration with external stakeholders

Another critical feature for Viscaria is the collaboration portal, which enables the team to securely share documents with external stakeholders for information, review, approval, or signature. Given the sensitive nature of Viscaria’s operations, this secure portal is a significant upgrade.

Emma highlights a key example: getting a CE certification can require exchanging up to 10,000 documents with external stakeholders. Without the portal, this process would be incredibly tedious and time-consuming.

“The collaboration portal enables us to share documents and collaborate with external vendors and stakeholders in a secure and efficient way. It’s easy to use and helps us save a significant amount of time,” says Emma Mäkitaavola.

The benefits of pre-built templates and best practices

Viscaria partnered with Columbus to ensure the new document management system aligned with the company’s unique needs and processes. Leveraging experience from similar document management system projects, Columbus provided a structured framework with pre-built templates, allowing Viscaria to fast-track its implementation.

A key factor in the project’s success was the Columbus Advanced Project Management (CAP) template, providing Viscaria with a structured starting point built on best practices. Additional configurations and functionality were also added to match Viscaria’s needs. As a result, Columbus was able to deliver both speed to value and a document management system that fit with Viscaria’s organisation.

“We chose Columbus as our partner because of their extensive experience. Thanks to Columbus, we didn’t have to start from scratch – we could build on the lessons learned and best practices from other organisations already using document management systems. Their consultants have also been highly professional and supportive throughout the project,” concludes Emma Mäkitaavola.