Grupo Eulen

Challenge

Grupo EULEN is a leading company in the provision of services to companies, institutions and public administrations. It is mainly characterised by its business diversification, operating in sectors such as cleaning, comprehensive maintenance and temporary employment, among others. The Group currently has more than 7,000 clients and is present in Europe, Asia and Latin America.

Thanks to its presence throughout the Spanish and global business network, Grupo EULEN has more than 75,000 employees and has a strong social commitment. It positively promotes the access of women to the labour market, and its workforce of employees with disabilities exceeds 12,000 people.

As a large company operating in countries where digitisation is less common than in Europe, Grupo EULEN faced a major challenge due to its dependence on paper documentation. According to the company’s estimates, they handled more than 2,500 documents daily, which in turn were subdivided into almost 200 different types.

As an additional conflict factor, it is worth mentioning that each person and department worked in their own way, making standardisation impossible. At the same time, the EULEN Group used three different document managers. Ultimately, comprehensive digitisation was needed, a new modus operandi in which documents were “born digital and died digital”. To achieve this, the company set itself the following objectives:

• Generate documents in digital format.
• Proper storage or safekeeping of files.
• Ensure data protection.
• Allow secure and easy access to documentation.
• Automatically upload documents.
• Integrate the document manager with other systems.
• Implement digital signature

Solution

In order to address this challenge, EULEN management launched the Ártica project, based on Alfresco software. The process began in 2018, with the implementation of a strategic consultancy capable of creating a competence centre. The next step was the consolidation of the platform and the creation of both a Decalogue of good practices and a roadmap.

Two years later, the field work began: more than 95,000 records were uploaded and the integration of the multifunction printers (together with other systems) was carried out. In this phase, 69 document typologies and 9 templates were integrated. Although the complete digitisation of processes is imminent, it has not yet been possible to dispense with printers, as some employees do not yet have e-mail.

The next phase started in 2022 and focused mainly on personnel administration, data protection and the integration of contracts and signature services. Specifically, more than 1,000,000 documents were migrated and the integration of 90 document types and around 800 templates was completed. Thanks to Alfresco’s ease of customisation, building a user-friendly interface was a simple matter.

At the moment, Arctica gathers very diverse information and has to be fed by multiple sources of information. Currently, there are three signature providers:

• ERP
• Google Docs - A prerequisite for the EULEN Group’s office suite.
• Multifunctional printer - As we anticipated, a good number of workers submit their resignation letters (or other documents) on paper. Thanks to Alfresco, once scanned into Alfresco, the document automatically appears in the system. It was not a simple process, as each printer uses a different operating system

The integration of solutions is the main challenge for the foreseeable future. The company aims to optimise the signing process by moving from three providers to one. This will be possible thanks to the integration with Oracle ERP, the implementation of a cloud model and, of course, the collaboration with Alfresco.

Advantages

More efficiency

The unification of processes and the implementation of a centralised register cuts time and ensures better usability.

Legal compliance

More efficient management enables a timely response in the event of a dispute. In particular, the Ártica project complies with ISO standards 15489, 30300 and 30301.

Further savings

Fewer paper documents means lower costs for printers and electricity.

Improved accessibility and usability

With a customised, user-friendly front-end.

More security

Digital transformation brings with it increased data protection.