A structured document-processing and electronic records management model built to give Synergy full visibility over its Distribution paper flow — designed to scale as volumes continue to grow.
processing target, receipt to delivery
named users + depositor accounts with controlled access
document families standardised
Synergy In Supply Chain S.A.
Aspropyrgos, Attica, Greece, with operational document flows connected to Athens & Thessaloniki
Third-Party Logistics (3PL)
ELO ECM Suite — the electronic records management platform at the centre of the solution
Recurring document processing, ELO ECM Suite enablement and records governance
840,000+ pages
Up to 1 million pages annually
A scalable information management framework that transformed recurring logistics documents into structured, searchable and business-ready information.
Synergy In Supply Chain S.A. needed a more structured and scalable way to manage a large, recurring flow of Distribution documents — including Dispatch Notes, client-specific transport documents and Goods Dispatch Reports. The project was initiated because the existing in-house process depended on internal operational staff who also carried other responsibilities; Synergy wanted to give that team more meaningful roles rather than have them absorbed by manual document handling. As document volumes increased and partner requirements became more specific, the manual model created operational pressure, limited visibility and made consistent reporting more difficult.
Synergy operates in third-party logistics, warehousing, distribution and supply chain services, based in Aspropyrgos, Attica, with operational document flows connected to its Athens and Thessaloniki offices.
These documents are central to proof of delivery, customer service, depositor reporting, transport reconciliation and internal operational control. The documents in scope included general Dispatch Notes, client-specific Dispatch Notes issued for named depositors, and Goods Dispatch Reports — each with its own recognition logic, document structure and information requirements: some relied on barcode reading, others required printed series and document number capture, while Goods Dispatch Reports required validation across two pages, including confirmation that a signature was present on the second page.
Archeiothiki responded with a structured document-processing and records management model, detailed in full below.
Synergy’s starting point reflected a common pattern in high-volume logistics operations: the paper document flow had grown into a critical control point, but the process supporting it had not scaled at the same pace as the business. The internal process could handle a meaningful daily volume, but it depended on people whose responsibilities extended well beyond scanning and document checking.
The documents themselves were operationally varied, and that variation was the real complexity. General-population Dispatch Notes carried barcodes used to retrieve the Dispatch Note number and order number from the database; other documents required reading printed series and document numbers; others still relied on barcode capture from a specific location on the page. Goods Dispatch Reports were two-page documents requiring separate checks for barcode reading and signature validation. Simple bulk scanning was not sufficient for a document population this varied.
The volume was also seasonal: Distribution documents representing around 10% of Synergy’s annual volume arrived concentrated within approximately 3.5 months of the year. The operation needed to absorb these peaks without creating backlogs or loosening control quality.
Together, these conditions created three specific constraints: capacity limited by available staff time; document status visibility that depended on manual checks and follow-up rather than a structured system; and digital retrieval and reporting that were not sufficiently developed for a recurring, high-volume process involving multiple stakeholders, including depositors.
The solution was built around a structured assessment of how Synergy’s Distribution documents actually moved, organised into five connected layers of a single operating model.
The engagement began with a practical assessment of Synergy’s document environment: expected volumes, document categories, scanning requirements, metadata needs, delivery frequency, exception scenarios, and the role of Synergy’s issued-document database. The assessment confirmed early that this could not be treated as a standard digitisation exercise — the value of the work would depend on linking physical documents to operational data, assigning each record a meaningful status, and making the resulting archive both searchable and reportable.
The team also mapped the operating rhythm the solution would need to support: Synergy would deliver physical document batches to Archeiothiki’s facilities in Athens and Thessaloniki twice a week, while the issued-document database would be provided in parallel via sFTP — allowing reconciliation between what was expected and what was actually received.
In practice, the workflow followed the rhythm of Synergy’s Distribution function. Synergy delivered batches of documents to Archeiothiki together with the relevant database extract; Archeiothiki prepared, scanned and quality-checked the documents, extracted metadata, and uploaded the final records to the electronic repository. Where a document was classified NOT OK, it could be returned and corrected through the next collection cycle — a closed-loop model rather than a one-way scan-and-deliver service. The documented service model set a two-day processing target from archive receipt to digitisation delivery, giving Synergy a defined, predictable operational expectation.
At the centre of the model, ELO ECM Suite was configured to support electronic management of transport documents, metadata-based search, status visibility and reporting. The metadata model reflected Synergy’s operational requirements rather than only storage needs, with fields covering document identifiers, order references, barcode data, signature and stamp indicators, recipient name, and — where present — returned pallet quantities. The use of sFTP for database delivery created a structured connection between Synergy’s issued-document records and the digitised archive process, enabling reconciliation of expected versus received documents and supporting the MISSING / OK / NOT OK classification.
The project was designed with confidentiality, information security and records management requirements in mind, delivered within Archeiothiki’s certified environment — covering ISO 9001, ISO 14001, ISO 45001, ISO 27001, ISO/IEC 27701, ISO 22301, ISO 37001, ISO 30301 and ISO/TR 13028. These standards underpinned the governance requirements of the assignment: controlled handling of physical files, secure processing of digital information, privacy-aware records management, business continuity, and auditable archive procedures. Access management was built into the electronic model itself, with named Synergy users and depositor access supporting controlled visibility rather than unrestricted distribution.
The implementation delivered considerably more than a digitisation service. By redesigning the way operational documents were captured, validated, classified and managed, Synergy established a structured information management capability supporting both day-to-day operations and future business growth.
Archeiothiki helps organisations design, implement and operate end-to-end information management solutions that improve operational efficiency, strengthen governance and unlock the value of business information.
