Document governance , a systematic approach that facilitates the management of critical company data in a secure, traceable, and regulatory-compliant manner, is an essential resource for mining companies to address regulatory concerns and inform their strategic decisions.
Its application makes it possible to improve document management by up to 60% in this sector, according to the Chilean firm Despapeliza , which provides intelligent automation solutions for such procedures. Experts maintain that simply digitizing paperwork for reasons of organization or convenience is not enough: a management system is necessary to ensure that information is kept up-to-date, protected, and immediately accessible.
“Mining is regulated by multiple agencies, including entities such as Sernageomin and the Directorate of Labor, among others, which require traceability, integrity, and immediate, continuous availability of information. This requires companies to implement document management systems that not only store but also guarantee verifiable regulatory compliance and rapid access to critical information ,” says Rodrigo Mortara, general manager of Despapeliza.
The Despapeliza initiative is based on the Legale.io platform , which provides process automation (including remote, in-person, cloud-based, and advanced e-signatures), centralized management, connectivity with established systems, legal compliance, and a high level of security. This artificial intelligence-based tool not only digitalizes documents but also manages the entire lifecycle of essential documents, such as contracts, authorizations, and transaction logs.
In line with current requirements, Despapeliza’s alternatives are accredited for document management in workplace and mining environments, granted by the National Geology and Mining Service and the Labor Directorate, which supports its ability to ensure regulatory compliance. This accreditation ensures that automated procedures operate in accordance with the most rigorous regulatory standards required by the sector’s supervisory bodies.
As Mortara explains, companies that have transitioned from digitalization to document governance have managed to shorten document signature and localization times, optimize their responses to audits, and manage procedures that previously took hours or days in a matter of minutes . The direction is to move toward more complex automation, using intelligent platforms that are easy to integrate and comply with environmental, social, and governance (ESG) standards.
In this transformation, artificial intelligence will play a fundamental role in verifying compliance with regulations, monitoring operations in real time, identifying risks, and formulating decisions. Thus, document management will evolve from a purely administrative function to a more strategic one, offering efficiency, sustainability, clarity, and good governance. “In this new digital landscape, document management is part of the organizational culture and becomes the basis for operating competitively, representing a real competitive advantage,” the executive asserts.
Despapeliza currently works with various clients in the mining sector, focusing on projects related to human resources and finance, improving traceability and delivery times in activities such as asset lease management. In a context like mining, where punctuality, accuracy, and documentation are crucial, these factors translate into clear operational and reputational benefits that directly impact the business’s results.
These parameters can be classified into two groups. The first is operational efficiency : a reduction in the time required to sign and locate documents; an increase in regulatory compliance; adherence to deadlines for renewing contracts, permits, or certifications; a reduction in operational delays due to a lack of coordination between departments; and a decrease in errors in document creation and recording. Second, environmental management : a reduction in the carbon footprint, a decrease in waste production, and savings in water, energy, and wood consumption related to paper use.
“For a mining company beginning a review of its document processes, the first step is to conduct a rigorous assessment: identify where critical documents are located, who manages them, what risks exist, and which processes depend on them. Based on this, a clear document governance policy must be defined, aligned with industry regulations, to ensure traceability, efficiency, and compliance,” concludes Rodrigo Mortara.
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