Hafslund Celsio
Hafslund Celsio Embraces Digital Transformation With M-Files
Highlights
- More than 1,000,000 documents from multiple databases migrated to a single, central location
- Improved efficiency in document-related tasks
- Reduced risk of non-compliance and data breaches
Use Case
Asset Information Management
Compliance Management
Project Information Management
Records Management
Industry
Energy and Utilities
Country
Norway
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Company Introduction
Hafslund Celsio is the largest district heating supplier in Norway, operating a vast network of 700 kilometers (434 miles) of district heating pipes under Oslo, Norway’s capital city. The company also owns and operates the country’s largest waste incineration plant, including electricity production. They are building a district cooling network and are at the forefront on Carbon capture and storage (CCS) as part of the Norwegian Longship project as one of two capture sites with agreement to permanent storage with Northern Lights on the Norwegian continental shelf. Hafslund Celsio’s operations are crucial for providing sustainable energy solutions to the city of Oslo and, with a strong focus on innovation and efficiency, it seeks to improve services continuously and maintain compliance with stringent energy regulations.
Before M-Files, Hafslund Celsio had fragmented documentation systems, where ensuring regulatory compliance and maintaining data security could be challenging. By implementing M-Files Hafslund Celsio was able to centralize the business' document storage, automate key workflows, and improve overall operational efficiency. The successful integration of M-Files with existing systems, including Hafslund Celsio’s enterprise resource planning (ERP) system, IFS, and SuperOffice customer relationship management (CRM) system, has streamlined Hafslund Celsio’s administrative processes and enhanced collaboration and data security across the organization.
Key Challenges Before M-Files
Disparate Archival Systems Complicate Document Management
Hafslund Celsio faced several challenges due to fragmented documentation systems and complex regulatory requirements. A strategic merger prior to implementation resulted in multiple archive systems which caused inefficiencies and complicated access to crucial documents. Adhering to Norway’s energy laws also required secure and systematic documentation of sensitive information related to power stations and other assets. This was particularly challenging given the strict regulations governing the energy sector. The reliance on various disconnected systems for documentation led to difficulties in managing, searching, and retrieving essential documents, as well as securing sensitive data.
Kristine Kolstad, Documentation Lead at Hafslund Celsio, said, “The lack of a proper archiving system made it difficult to comply with regulatory requirements. It was challenging to locate and manage documents effectively; the lack of a centralized system was a major obstacle to our efficiency. Hafslund Celsio needed one common system that could store all our important documents in one place.”
"The physical restraints of our previous record-keeping system were stifling our administrative productivity. Hafslund Celsio needed a holistic solution that not only digitized our past but futureproofed our operations."
Kristine Kolstad, Documentation Lead, Hafslund Celsio
"Hafslund Celsio chose M-Files based on the database import of documentation. It seemed like a flexible tool, easy to administer and change on our own with little need for support."
Kristine Kolstad, Documentation Lead, Hafslund Celsio
The M-Files Solution
Centralizing Records Seamlessly
Hafslund Celsio chose M-Files for its robust document management capabilities and seamless integration with existing systems. M-Files provided a single, unified platform for storing and managing all critical documents, making it easier to search for and retrieve information.
“Hafslund Celsio chose M-Files based on the database import of documentation. It seemed like a flexible tool, easy to administer and change on our own with little need for support,” Kristine said.
M-Files integrated with Hafslund Celsio’s ERP system, IFS, and other systems such as Smallworld geographic information system (GIS) and SuperOffice CRM. These integrations facilitated real-time data updates and linked all documents to relevant assets, projects, and customers. Creating common views and metadata structures in M-Files also empowered employees to locate documents related to specific assets, customers, departments, or projects easily.
This customization improved the user experience and operational efficiency. Key processes, such as the new customer onboarding process, were also automated using M-Files. This ensured that tasks were completed in the correct order and that all relevant departments had the necessary documentation and actions. Field workers can also now use the M-Files mobile app to scan QR codes on equipment for instant access to related documents, improving efficiency and accuracy in the field.
A Step-by-step Process
Hafslund Celsio started its M-Files implementation after its 2018 merger, using the M-Files Importer tool to migrate over one million documents from four different databases and systems, including IFS, eDoc, and Public 360. The company tailored M-Files classes and views to meet its specific needs, and conducted extensive training sessions so that employees across all departments could use the new system effectively. It also held regular surveys and feedback sessions to gather user input and make necessary adjustments. This iterative approach ensured that the system continued to meet the company’s evolving needs.
The Results
Improved Management and Compliance
The M-Files implementation has introduced significant improvements in Hafslund Celsio’s operations. Centralized document management and easy access to information have streamlined administrative tasks, saved time, and reduced operational bottlenecks.
Kristine said, “Hafslund Celsio has about one million objects in M-Files and 400,000 of these are documents. The system has made it possible to relate all important documents to different objects in M-Files.”
M-Files stores all documentation securely and meets Norway’s stringent regulatory requirements. Automated workflows and access controls further enhance compliance and data security.
Enhanced Collaboration
M-Files also integrates with other systems within Hafslund Celsio’s operations for better collaboration across departments. Employees can share documents and information easily, leading to better coordination and productivity. The use of QR codes and mobile access lets field workers retrieve and update documents on the go, improving accuracy and efficiency in maintenance and operations. Internal surveys also reveal high user satisfaction with M-Files as employees appreciate the intuitive interface, powerful search capabilities, and the ability to customize views according to their needs.
Kristine said, “The physical restraints of our previous record-keeping system were stifling our administrative productivity. Hafslund Celsio needed a holistic solution that not only digitized our past but futureproofed our operations.”
A Strong Foundation
Hafslund Celsio’s successful M-Files implementation exemplifies the power of digital transformation in improving operational efficiency and compliance. The company has positioned itself for continued success in the energy sector by centralizing document management, integrating with existing systems, and automating key processes. The positive feedback from users and the tangible benefits realized underpin the value of M-Files as a comprehensive document management solution. M-Files will remain a critical component of the company’s digital strategy as Hafslund Celsio continues to innovate and expand its services.
“With M-Files, we’ve fortified data security and improved our administrative procedures. We’re now better equipped to handle records management complexities with greater precision and confidence,” Kristine said.
"We’ve fortified data security and improved our administrative procedures with M-Files. Hafslund Celsio is now better equipped to handle records management complexities with greater precision and confidence."
Kristine Kolstad, Documentation Lead, Hafslund Celsio
The Bottom Line
- Facilitated extensive document migration, centralized document storage, and enhanced accessibility significantly.
- Automated key processes across departments, streamlined operations, and reduced administrative bottlenecks.
- Intuitive interface and powerful search capabilities increased user satisfaction dramatically.
- Automated workflows and access controls improved data security and regulatory compliance to reduce risk.
Why M-Files?
M-Files is the leading platform for knowledge work automation. With the M-Files platform, knowledge workers can find information faster, work smarter, and achieve more. M-Files features an innovative metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This enables customers to eliminate information chaos, improve process efficiency, and automate security and compliance.
