Storetec's FreeDocs: Elevating Document Management and Compliance for ITP Aero

FREEDOCS DOCUMENT MANAGEMENT

Who
The Client

ITP Aero is a global company with a strong presence in the aerospace sector. Headquartered in Spain with multiple locations based in the UK, they have established themselves as a trusted partner for both commercial and military aircraft manufacturers. Their core areas of specialisation include aero engines, aerostructures, and industrial and defense turbines.

What
Client Requirements

ITP Aero required scanning and digital storage of their delivery notes and batch cards, as well as their engineering documents which have a significant retention requirement past the usable life span of the engine. They required a high-specification electronic document management system with servers located in the UK due to export control and dual regulation, ensuring data could not be accessed or viewed outside the UK. The provider needed to be flexible in accommodating varying quantities of scanned documents each month.

ITP Aero wanted the ability to ingest documents from their own server into the document management system to merge them with the scanned documents. They needed to share applicable non-restrictive data across their organisation, including their Spanish entity, and the security of their sensitive data was a top priority.

Solution
Why IPT Aero Chose Storetec

ITP Aero selected Storetec for several reasons:

Storetec’s document management system FreeDocs is hosted on AWS’s UK-based servers, which aligned perfectly with ITP Aero’s regulatory requirements, guaranteeing compliance with data protection regulations. All data is encrypted at rest providing a further layer of security. Storetec has also provided a flexible approach for ITP Aero in accommodating varying document volumes each month without imposing a minimum order value.

The ability to upload existing electronic documents into FreeDocs assured ITP Aero of a seamless document consolidation process. Recognising data security as a paramount concern, Storetec showed a commitment to data security and demonstrated ISO 270001, ISO 22301, and Cyber Essentials Plus accreditations.

FreeDocs offered a secure platform for sharing data across ITP Aero’s organisation, including their Spanish entity, ensuring that only authorised and applicable non-restrictive data was shared securely.

Benefit
Services Provided by Storetec

Storetec implemented monthly scanning and collections services to accommodate varying document volumes. Scanned images, as well as their existing electronic documents, were uploaded into Storetec’s proprietary document management system, FreeDocs, which is hosted on a UK-based server, for secure access. As data security was paramount for ITP Aero, Storetec implemented restrictive access based on file types, enhancing data security and ensuring that sensitive data can only be accessed by authorised personnel.

Storetec also established a separate FreeDocs instance using Storetec’s European data centre to serve the Spanish entity.

Benefit
Benefits and Impact

The implementation of Storetec’s solutions brought significant benefits to ITP Aero.

Enhanced Remote Working

ITP Aero gained the flexibility for remote working, improving operational adaptability.

Robust Data Security

FreeDocs uses robust security measures such as encryption of data in transit and at rest, and access controls based on file types to safeguard ITP Aero’s data.

Compliance Assurance

Utilisation of a UK-based server ensured compliance with export control and data regulations, mitigating potential risks. FreeDocs also allows for easier retention management, further enhancing compliance practices.

Efficient Version Control

Version control features were introduced, simplifying document revisions and ensuring accuracy.

Seamless Translation

Within FreeDocs, Storetec facilitated seamless translation between English and Spanish using FreeDocs’ translator, facilitating cross-organisation data sharing.

Cost Saving

The project resulted in cost savings by reducing the need for physical document storage, optimising space utilisation, and not having to pay a minimum order value when the volumes fluctuate.

Testimonial
“Storetec’s FreeDocs system provided a perfect fit for our document management needs at ITP Aero. Their flexibility, strong data security measures, and cost-effective solutions made them an excellent partner. We highly recommend Storetec for anyone seeking efficient document management and compliance solutions.”
Paul Wood, Quality Business Improvement Leader, ITP Aero.