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  • Advanced contract management system

Successful digital contract management with M-Files and Docusign at Regency Entertainment

Regency Entertainment, a leader in Greece’s entertainment landscape, is renowned for its comprehensive portfolio of entertainment destinations. This includes the iconic Regency Casino Mont Parnes in Athens and the multifaceted Regency Casino Thessaloniki complex, alongside the Hyatt Regency Hotel and the Vergina Theatre, in Thessaloniki. Currently, the group is advancing plans for an innovative destination in Athens’ northern suburbs. This project is envisioned as a multifunctional hub, blending gaming, diverse entertainment options and 5* hospitality services.


Regency Casino Thessaloniki and
Regency Casino Mont Parnes manage an extensive volume of contracts with suppliers, partners and customers. The previous contract management was associated with extensive challenges, which is why Konica Minolta Greece, along with Regency Entertainment has introduced a modern, reliable and technologically advanced contract management system based on M-Files and DocuSign, which has automated outdated manual processes, making them more transparent and efficient.

Efficient contract management: digital contract management saves time and optimizes processes

The management of contracts at Regency Casino Thessaloniki and Regency Casino Mont Parnes was previously associated with significant challenges, such as long approval and signing times, data dispersion (lots of data in different locations), the need to comply with regulatory frameworks, legal requirements, corporate policies and internal procedures and more. Therefore, there was a need to introduce a system that was more transparent and efficient in contract management.

In collaboration with the Regency Entertainment Group executives, Konica Minolta Greece therefore introduced a modern more reliable and technologically advanced digital contract management solution based on the M-Files and DocuSign solutions, which was based on the specific needs of Regency Entertainment Group.

The goal was to eliminate time-consuming and inefficient processes, increase transparency, improve overall contract management and increase security, speed and flexibility in the organization.

How the contract management system was successfully transformed

  • Digitization and Central Storage of Contracts: All documents are now managed through M-Files, which ensures secure and immediate access to authorized users, reduces data fragmentation and minimizes the risk of data loss.

  • Standardization of Contracts: Predefined standard contracts (Standard Templates) approved by the Legal Department and the Management of Regency Entertainment Group are now used ensuring consistency and compliance with corporate policies.

  • Automated Workflows: An automated workflow for contracts review, approval and further management was implemented, which has now streamlined and significantly advanced the approval process and reduced the time required to process and sign contracts.

  • Electronic Signature with DocuSign: By integrating the DocuSign platform, the signature process became entirely electronic, eliminating the need for printouts and physical signatures. This now reduces delays and increases security.

  • Enhanced Transparency: The progress of each contract can now be monitored in real-time. This ensures that all approvals and contracts’ management comply with internal policies and regulations.

  • Traceability and Intelligent Data Search: M-Files enables a dynamic search for contracts or specific contract elements through combined metadata-based information retrieval search engine. This enables users to quickly find relevant contracts and retrieve information in a flexible and efficient manner.
  • Training and Ongoing Support: Konica Minolta Greece provided extensive training to the employees of Regency Entertainment Group to ensure proper use of the new tools. At the same time, ongoing technical support is also provided to ensure the smooth operation of the system and its adaptation to the evolving needs of the organization.

Measurable success in the shortest possible time

The implementation of M-Files & DocuSign solutions had immediate and measurable results for Regency Entertainment Group:

Time & Cost Saving

Automated processes eliminated manual work and reduced the time required for contract management by up to 50%.

Complete Transparency & Security

The new solutions enable real-time monitoring of contracts and ensures that all approvals and signatures are carried out within agreed deadlines.

Increased Efficiency

Collaboration is now seamless, both within the company and externally with contracting partners, without delays due to physical documents or lost files.

Less paper consumption

The company was able to significantly reduce its paper consumption. This also reduced the company’s environmental impact.

Enhanced Compliance

Centralized contract management through M-Files allows for easy auditing and full compliance.

Challenge

  • Long approval and signing times
  • Data dispersion (lots of data in different places)
  • Compliance with regulatory frameworks necessary
  • Legal requirements
  • Corporate policies
  • Internal procedures

Solution

  • Introduction of a digitalized contract management system based on
    • M Files, an advanced digital document management system and
    • DocuSign, one of the leading electronic signature platforms

Advantages

  • Reduced contract management time by up to 50%
  • Significantly accelerated review and approval process and contract signing
  • Quick search of contracts
  • All approvals and signatures within the agreed deadlines
  • Less paper consumption