Setting Sail on a Journey to Digital Precision

COTECMAR is a well-known Colombian state-owned company with a long history in defense, shipbuilding, and engineering. For over 20 years, they have supported the Ministry of National Defense and worked with international partners, always relying on accurate and detailed documents to get the job done. As the company grew, managing all the blueprints, financial reports, and technical documents using paper-based methods became increasingly challenging. With around 600 administrative staff handling these tasks, it was clear that the old ways were slowing things down.

Leaders at COTECMAR realized that a digital solution was necessary—not just to keep up with modern demands but to ensure that every detail was managed precisely. The shift toward digital documentation wasn’t just a change in tools; it was a strategic move to improve daily operations and maintain the company’s strong reputation in shipbuilding and defense. As one key decision-maker, Deivi Ibarra Negrette, noted during discussions, the focus was on finding a solution that could handle their workload without the high costs and uncertainty they had faced before. This realization set the stage for a new chapter in their operations.

Image Courtesy - cotecmar.com

Challenges

The transition to digital documentation came with its own set of challenges. One major problem was the high cost of the previous PDF solution. As Deivi explained,

“Era, sí, por costará muy costoso y no podemos comprar tantas licencias que se requerían…”
(“It was, yes, because it was very expensive and we couldn’t purchase as many licenses as needed…”)

This expense was a serious burden, especially when many licenses were needed for the organization. Additionally, COTECMAR had tried using other solutions like Nuance, but the sudden disappearance of that product left them in a difficult spot. The gap in reliable software pushed the company to look for a solution that would be both stable and affordable.

Moreover, the diverse needs of different departments added another layer of complexity. The design team required a tool capable of handling intricate technical drawings and detailed edits. The finance team needed to review and annotate documents quickly, while the operations team sought a fast and reliable PDF viewer for everyday use. Balancing these varied requirements with simplicity and efficiency was a real challenge that the new solution had to overcome.

Solutions

Faced with these challenges, COTECMAR began a careful search for a digital tool that could replace the costly and unstable systems they had used before. They found PDFelement, a solution that offered many of the same features as Adobe but at a much lower cost. This was a turning point for the company. Deivi mentioned,

“La de EDITAR es la que más.” (“The edit function is the one we use the most.”)

This straightforward endorsement resonated with the team, highlighting the importance of having a reliable editing tool for their detailed documents.

The new tool was rolled out gradually, beginning with the departments that were in most need of a change. In the design team, engineers quickly learned to use PDFelement to edit and merge technical documents, ensuring that every line was precise. The finance department began to benefit from a smoother document review process, which sped up approvals and reduced delays. For the operations team, the simple yet effective PDF viewer became an essential part of their daily routine, allowing quick access to critical information.

Technical support from Wondershare played a vital role during this transition. With training sessions and prompt assistance, the staff adapted to the new system without major disruptions. The solution was designed to grow with the company, ensuring that as COTECMAR’s needs evolved, PDFelement would continue to provide stable, efficient service.

Results

The impact of switching to PDFelement was noticeable right away. One of the first benefits was a significant reduction in software costs. The company no longer had to bear the high expense of Adobe licenses, which allowed them to redirect funds to other important areas.

Also, the document review times dropped by 32%. Employees began to work more effectively as well. The design team could now focus on perfecting technical documents without being slowed down by clunky software. The finance department experienced faster document reviews, which helped speed up their processes. The operations team also benefited from a smoother document viewing experience, which improved day-to-day decision-making.

COTECMAR’s positive experience with the new tool led to plans for further expansion. The company is now considering increasing the number of licenses to cover even more areas of its operations. This success story is not only about cost savings but also about how the right digital tool can make work easier and more efficient for everyone involved.

Conclusion

COTECMAR’s journey to digital documentation shows how a clear need for change can lead to significant improvements in everyday work. By choosing a solution that balanced functionality and affordability, the company has taken an important step toward modernizing its operations. As Deivi summed it up,

“Se puede usar diario diariamente porque es parte de la herramienta de trabajo.”
(“It can be used daily because it is part of our work tool.”)

With the new digital system in place, COTECMAR is ready to continue its work with greater efficiency and precision. This journey is a reminder that sometimes, the right tool can set you on a path to better productivity and a smoother, more reliable way of working.