OM Network Inc. Drives Digital Transformation with CLOUDSIGN Electronic Contract System

OM Network Inc. Drives Digital Transformation with CLOUDSIGN

In an era where digitalization is paramount, OM Network Inc. has taken a significant step towards modernizing its contract workflows by adopting the CLOUDSIGN electronic contract system provided by Bencha Company. Set to fully operationalize by October 2025, this initiative marks a turning point in the company's approach to contract management.

Background: Breaking Barriers and Enhancing Speed and Trust

Traditionally, the process of securing contracts involved printing, sealing, and mailing paper agreements, leading to delays of several days to weeks. This was particularly cumbersome when approvals required input from multiple departments. The prolonged periods of waiting—marked by phrases like "under review," "awaiting signature," and "pending return"—often hindered the overall business pace.

Additionally, the costs associated with paper contracts, such as stamp duty, contributed to increasing annual expenditures as contract numbers grew. Managing contracts became increasingly burdensome due to the distinct storage methods required for both paper and electronic versions, making it time-consuming to retrieve and verify past agreements.

Voices for Change

Discussions on the necessity for digitizing contracts had been brewing for about a year. However, the fluctuations in responsibilities among departments resulted in slow progress, preventing any concrete measures from being established. As client demands for electronic contracts increased and external pressures grew, OM Network realized that moving toward digital contract solutions was an inevitable necessity.

A growing sense of urgency spread within the organization as managers recognized the risk of adopting systems that might not meet their needs. Hence, the decision to initiate a dedicated project focusing on the digital transformation of their operations arose, involving coordinated efforts across various departments.

Objectives: Eliminating Wastes in Time, Costs, and Procurement

Through the implementation of CLOUDSIGN, OM Network aims to achieve three major reforms:

1. Accelerating Contract Finalization: Contract agreements can now be executed via email or browser, reducing the time taken for contract agreement from several days to just minutes. This change allows the company to continue its sales activities and development projects without delay, maintaining a better flow of operations.

2. Minimizing Administrative Burdens and Labor Costs: The elimination of printing, stamping, and mailing tasks significantly cuts down the time spent by postal and management personnel. Consequently, employees are now able to focus on value-generating activities rather than being bogged down by time-consuming tasks.

3. Centralized Management and Risk Reduction of Contracts: With contracts safely stored and searchable in the cloud, accessing and approving documents is simple and efficient, leading to the mitigation of risks associated with loss or management lapses. This change also enhances audit responses and internal verification processes.

Tangible Benefits: Speed, Efficiency, and Trust

Since the implementation started in October 2025, OM Network has been concentrating on operations related to their services, R-Shift and R-Kintai. Within just a few weeks, they observed clear enhancements:

- Tripling the Speed of Contract Finalization: Agreements that previously took 3 to 5 business days can now be concluded on the same day, allowing staff to fulfill customer needs promptly.
- Savings on Postal and Administrative Costs: The annual savings from eliminated shipping costs and stamp fees significantly reduced overhead.
- Dramatic Speed Improvements in Document Verification: Improved organization allows rapid access to contract documents, benefitting internal information sharing and preventing conflict.

Sales Team Feedback

The operational review has streamlined processes while dramatically increasing the speed of contract finalization and lightening administrative loads. The team is dedicated to continually refining their contract workflows to enhance operational efficacy even further.

Future Vision: Broadening Digital Transformation Within the Company

Going forward, OM Network plans to expand the usage of CLOUDSIGN beyond the sales department, integrating online solutions across other departments and services. As they navigate through the automation of internal processes and optimize approval procedures, they intend to adopt a phased approach to higher-level digital transformations. The guiding principle remains: utilize technology to reclaim time for individuals and deepen trust with clients, ultimately balancing speed and quality in business operations.