Document automation and governance have become critical elements for efficient operation and regulatory compliance in desalination plants, a sector characterized by high technical complexity, environmental sensitivity, and strict regulations. In this context, solutions such as Legale.io, developed by the Chilean firm Despapeliza, present in the United States and various Latin American countries, make it possible to centralize key documentation, automate workflows, and ensure traceability in areas such as operations, quality, legal, and human resources.
The national company, which specializes in the intelligent automation of document processes, estimates that only about 40% of plants in Chile have moved toward structured document management, and the adoption of technologies with artificial intelligence and advanced analytics remains marginal, posing a risk to audits and a source of untapped competitive advantage.
The implementation of comprehensive document governance not only prevents sanctions and shutdowns, but also optimizes decision-making and improves operational efficiency in the water sector. The adoption of platforms must consider challenges such as the integrity and accessibility of records over long periods of time in order to meet national and international regulatory requirements, says Rodrigo Mortara, general manager of Despapeliza.
“Desalination plants face the challenge of keeping their technical and legal documentation up-to-date, managing large volumes of information, and capturing data in the field from different geographic locations and with specific business rules. Added to this is the need to ensure that all information is available, organized, and traceable to regulators. Any failure can have significant operational, regulatory, and economic implications.”
Visibility, control and structure
Despapeliza reports that desalination plants that have implemented document governance solutions have improved the traceability of critical documents, reducing response times to audits and customer requests, as well as optimizing the efficiency and control of critical indicators. They have also been able to complement the sector’s own systems, thanks to the ease of integration of Legale.io with other tools, optimizing report generation and operational monitoring.
“Good document governance provides visibility, control, and structure to all of the organization’s information. It allows each department to know what documents it should maintain, what processes it should follow, and how to respond to audits or incidents. This translates into greater operational efficiency, fewer interruptions, fewer errors, better decision-making, and guaranteed regulatory compliance,” adds Mortara.
Among the technologies leading the way in document automation are cloud platforms, capable of configuring customized workflows, enabling electronic signatures, and connecting with systems such as SAP, ERP, and laboratory management systems. These tools allow for centralizing critical information, maintaining regulatory control, and facilitating interoperability between different operational areas.
In the case of Legale.io, its modular architecture can adapt to the needs of each plant and ensures that each document goes through validation and approval processes in accordance with regulatory requirements. In its development, the incorporation of artificial intelligence has been key to contributing to more agile management. This is reflected, for example, in its ability to automatically extract key data, customize workflows based on the type of document or business unit, and enable features that optimize collaborative work, even in the field and in areas without connectivity.
Tools such as offline signatures and mobile form completion enable seamless operations, reinforcing operational efficiency in contexts of high regulatory pressure. Advanced data analytics offers strategic advantages by detecting patterns of noncompliance, anticipating document failures, and focusing efforts on areas with process overload. This allows companies to act proactively, avoiding fines and process downtime, and providing better service to their customers.
The Despapeliza executive emphasizes that the sector is going through a turning point in adopting new technologies, overcoming cultural barriers and resistance to change. These difficulties are often due to the misconception that document management is limited solely to the digitization of files. “Finding the right tool is key. That’s why we have supported companies in the sector with different levels of digital maturity, facilitating the transition to digital management with Legale.io, a scalable platform that integrates systems and ensures compliance in critical business areas.”