How CLH Aviation Ireland Used Logistics Process Automation to Digitise Fuel Delivery Records

For CLH Aviation Ireland, logistics process automation meant replacing manual paper handling with a structured, repeatable document workflow. Fuel delivery documentation was collected, scanned, indexed to agreed classifications, securely transferred into CLH’s environment, and stored off-site under retention controls. The outcome was a controlled document flow that supported daily operations and high-value payment processes without ongoing internal admin burden.

CLH defined the classifications and indexing requirements upfront, and the digitisation workflow was built to match those rules consistently. During scanning, key information was captured and indexed against the agreed categories so the documents were easier to retrieve and reliably tied back to internal processes. This was especially important because the documentation supported high-value payments where “almost right” classification creates downstream risk.

OCR created a searchable text layer within the scanned documents, enabling users to find key phrases without manually opening and reviewing each page. In a paper-heavy environment, this reduces time spent searching and lowers the chance of missing critical details buried inside a packet. It effectively turns static scans into usable, searchable records.

Yes. Digitisation didn’t remove access to originals – it improved access while keeping retrieval available when necessary. If CLH required specific hard copy documents, they could request them and have them delivered to the office within 24 hours through the logistics team. This preserved operational continuity for exceptions, audits, or scenarios where physical originals were required.

 CLH processed around 90,000 fuel delivery documents per year, which creates a steady daily workload if managed manually. The volume was handled through scheduled batch collections and a defined processing workflow so documents could be digitised and delivered predictably. This ensured paperwork didn’t build into backlogs or disrupt operations during busy periods. 

Once processed, the digitised files were delivered securely into CLH’s internal systems using Secure File Transfer Protocol (SFTP). This allowed authorised users in both Ireland and Spain to access the same documentation without waiting for physical files to move between locations. As a result, collaboration improved and both teams stayed aligned on the same delivery records.

After digitisation, the physical originals were stored securely in Kefron’s records management centres. The documents were retained for a fixed term in line with CLH’s retention obligations, and any final disposition required formal authorisation. Where destruction was approved, it was handled securely and supported by certification, maintaining governance and audit expectations.

Yes, this approach fits any organisation dealing with high-volume delivery documentation, regulated records, or paperwork that underpins financial reconciliation and audit scrutiny. Document scanning services and document digitisation services become much more valuable when they’re part of logistics process automation, because the goal is not just digital files – it’s a dependable process that scales without adding headcount.