Veolia Environnement case study

iRooms secure corporate repository

When Veolia Environnement needed a secure online repository to share confidential information, it chose iRooms, Imprima's virtual data room solution. iRooms  allows the company to store its contracts securely and make them available to its managers and legal advisors around the world. The result is a document management solution that is safe, cost efficient and easier to manage.

Veolia Environnement is the world leader in environmental services. It has operations on every continent, more than 312,000 employees and revenues of €34.8 billion in 2010. This scale meant that storing and accessing its contracts was increasingly challenging.

"Until 2008, we had a physical corporate data room," explains Xavier Gallet, Veolia Environnement's Legal Manager, Banking and Finance. "It took a lot of space to store paper documents, they were time consuming to process and it was difficult to search through them, so we started looking for a virtual system.

The iRooms solution - efficient, convenient and totally secure document management

iRooms is web based so can be accessed by authorised internal and external users from any location, 24/7. It has a huge storage capacity for Veolia's long term requirements plus an intuitive index system and search function for fast file retrieval. Imprima's project managers worked closely with Veolia Environnement to understand its needs and get the iRooms data room up and running. This included scanning and uploading documents, and tagging them from a range of more than 200 keywords in ten categories, to ensure they were searchable. The company now adds approximately 500 pages per month to its iRooms data room. The iRooms multi-lingual support team is on-hand 24 hours a day, 365 days a year to assist with any technical queries as required.

Veolia can rest assured that all files are totally secure within iRooms. Access can be controlled at both user and document level and graphical reporting provides a quick summary and audit trail of which documents have been viewed. Document printing, forwarding and saving can also be restricted and dynamic watermarks provide additional protection.

"iRooms has improved our ability to manage our data room and spend less time doing tedious work, such as moving and labelling documents," says Xavier. "It's also valuable when external lawyers need to review our information. Imprima has proven its capability and its commitment to working closely with Veolia Environnement, constantly adapting its service offering to our needs. We really appreciate what Imprima has done for us."