Comprehensive guide to securely transforming business information into knowledge

Securely organising business information into useful knowledge

Metrofile’s Content Services platform is a powerful solution designed to help businesses transform their information into valuable knowledge. From digitising physical legacy content to a roadmap consisting of advisory services, workflow optimisation, robotic process automation (RPA), and integration, all managed on the Electronic Document Management System (EDMS) platform, Metrofile enables organisations to unlock the full potential of their data.

With industry-specific solutions, including human resource process automation, accounts payable process automation, contract management, fiduciary content management, secure lending collateral management, parts warranty management, and fixed asset tracking management, Metrofile caters to the unique needs of various industries.

In this guide, we will discuss each of these transformation engagements in detail, emphasising the benefits of each engagement and how it contributes to the overall goal of turning information into knowledge.

Digitising physical legacy content

One of the key engagements in the Metrofile digital transformation roadmap is digitising physical legacy content. This process involves converting paper documents and other physical records into digital formats, making them easily accessible and manageable within the EDMS platform.


  • Improved accessibility: Digitising physical content enables employees to access information quickly and easily, regardless of their location.
  • Reduced storage costs: By converting information and documents to digital formats, businesses can significantly reduce the costs associated with physical storage and maintenance.
  • Enhanced security: Digital documents are easier to secure and protect from unauthorised access, loss, or damage compared to physical records.
  • Eco-friendly approach: Digitisation helps reduce paper consumption and supports environmentally sustainable practises.

The path to unleashing your data’s full potential

1. Advisory Services

Metrofile believes in collaboratively building a digital transformation roadmap with our clients by leveraging Metrofile’s advisory services. These services help businesses understand their current information management landscape and identify areas for improvement.


  • Expert guidance: Advisory services provide businesses with access to information management experts who can analyse their current systems and processes, identify gaps, and recommend improvements.
  • Tailored solutions: By understanding the unique needs of each organisation, advisory services can develop customised solutions that address specific challenges and pain points.
  • Strategic planning: With a clear understanding of their information management landscape, businesses can create strategic plans to improve their processes and systems, setting them on a path towards transforming information into knowledge.

2. Workflow Optimisation

Once a clear understanding of the organisation’s information management landscape is established, it unlocks the opportunity to optimise workflows. This involves streamlining processes, eliminating redundancies, and automating tasks to improve efficiency and accuracy.


  • Increased efficiency: Optimised workflows reduce manual tasks and bottlenecks, allowing employees to focus on higher-value tasks.
  • Improved accuracy: By automating repetitive tasks, organisations can reduce human error and improve the accuracy of their data.
  • Enhanced collaboration: Streamlined workflows enable better collaboration among team members, resulting in faster decision-making and improved overall performance.

3. Robotic Process Automation (RPA)

RPA is a powerful tool that can automate repetitive, rule-based tasks, freeing up employees to focus on more strategic work. By incorporating RPA into their information management processes, businesses can further improve efficiency and accuracy.


  • Cost savings: By automating tasks that would otherwise require manual effort, RPA can significantly reduce labour costs.
  • Scalability: RPA solutions can be easily scaled up or down to meet the changing needs of the organisation.
  • Improved compliance: Automated processes are more consistent and accurate, reducing the risk of non-compliance with regulations and industry standards.

4. Integration

To ensure seamless information management across the organisation, it is essential to integrate all systems and tools. This includes integrating the EDMS platform with existing software applications, databases, and other data sources.


  • Unified data access: Integrating systems provides a single point of access to all organisational data, simplifying data retrieval and analysis.
  • Enhanced data quality: Integration can help eliminate data silos and ensure consistency across all systems, improving overall data quality.
  • Streamlined processes: By connecting systems and automating data transfers, organisations can further streamline their workflows and improve efficiency.

5. Electronic Document Management System (EDMS)

The foundation of the Metrofile digital transformation roadmap is the implementation of an EDMS platform. This platform serves as the central hub for managing, storing, and accessing all organisational data.


  • Secure data storage: EDMS platforms provide secure storage for all types of documents and files, ensuring sensitive information is protected from unauthorised access.
  • Version control: EDMS platforms offer version control features, allowing organisations to track changes to documents and maintain a clear audit trail.
  • Advanced search capabilities: With an EDMS platform, users can quickly and easily search for and retrieve documents, improving productivity and efficiency.

By following a structured approach and leveraging the power of Metrofile’s expertise and experience, businesses can securely transform their information into knowledge, driving innovation and enhancing decision-making capabilities. With a strategic approach to information management, organisations can unlock the full potential of their data and thrive in the competitive business landscape.





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