Digitalising administration processes in an engineering organisation

The Lifting Equipment Supervision Service of VŠĮ is an accredited organisation specialising in the compliance assessment of lifts, in accordance with the technical regulation "Lifts and Lift Safety Devices". Staffed by experienced specialists with extensive expertise in the maintenance of potentially hazardous equipment, the organisation plays a key role in ensuring safety standards are met.

Its portfolio of services includes technical inspections of lifts—whether after installation, on a periodic basis, or following extraordinary events—as well as accident investigations, risk assessments based on the Lithuanian standard LST EN 81-80, and conformity assessments and certifications. The organisation also conducts inspections of cranes, escalators, moving walkways, and cable cars.

Despite the technical rigour of its operations, the organisation faced a number of operational challenges. All documentation was managed on paper and stored physically on-site, which restricted access to critical information and created inefficiencies in day-to-day operations. This paper-based system no longer met the expectations of clients or the internal needs of the organisation—particularly with the increasing demand for flexible and remote working arrangements.

In response to these issues, and with the support of consultants from the EDIH4IAE.LT consortium, the organisation set out to design and implement a digital documentation and storage system. This digital transformation aimed to enhance operational efficiency, simplify documentation processes, and improve both internal and external communication. Additionally, it addressed key concerns related to data security and resilience, while laying the groundwork for more agile and modern working practices.

The client’s decision to adopt a digital document management system was based on a targeted digital maturity assessment, along with expert advice from project consultants. The team received comprehensive training, ensuring that not only the manager but also the entire staff gained valuable knowledge and experience in choosing the most suitable solutions.

After the deployment of the digital document system, several challenges were addressed:

• Efficiency and convenience: Digital documents are now easily accessed and managed, eliminating the need for physical searches and manual reviews.

• Error reduction: The new system reduces the risk of errors, such as lost or forged documents, streamlining the document management process.

• Space saving: The elimination of physical document storage frees up office space and reduces associated costs.

• Security and organisational resilience: Digital documents can be protected against unauthorised access and data loss. Various security levels and guidelines are applied to safeguard confidential information.

• Speed and flexibility: Documents can be moved and reviewed quickly, even when employees are working remotely, improving collaboration and the efficiency of business processes.

• Audit and traceability: Digital documents offer better monitoring and auditing capabilities, making it easier to track the document’s path, changes, and access.

• Environmental protection: The shift to digital documents reduces paper usage, contributing to a lower environmental impact and promoting sustainable business practices.

At the onset of the challenge, consultants from the EDIH4IAE.LT consortium conducted a digital maturity assessment, evaluating the needs, benefits, and feasibility of the solution. Based on these findings, a detailed action plan for implementing the digital transformation was developed in close collaboration with the client.

The consultants also presented several alternative digital technology providers, offering the company a range of possible solutions. Together with the client, they coordinated potential modifications to the offerings from multiple suppliers and evaluated the possibilities.

Through project training sessions and consultations, the client's team was able to refine their needs and finalise their action plan. The client's founder made the final decision regarding the choice and financing of the digital solution, including an assessment of potential EU funding sources.

Finally, the company worked directly with the selected supplier to implement the solution, ensuring a smooth and effective transition to the new digital system.