From paper to pixels: Pioneering land records management through digitization

PARCO has transformed critical, fragile documents into cutting-edge digital repositories.

In the arena of records management, achieving streamlined access and efficient handling of critical documents is paramount for fostering quick decision-making and bolstering administrative efficiency. Traditional methods have often involved navigating cumbersome, paper-based systems, which hindered timely access to vital land records and obscured the clarity of information management.

The vibrant energy company Pak-Arab Refinery Company (PARCO) has faced challenges in preserving and accessing thousands of valuable files, with the documents spanning 50 years ago and deteriorating over time.

In order to confront this challenge, PARCO has launched the “Digitization of Lands Records” project, which aims to transform outdated paper documents into a cutting-edge digital repository. The project not only preserves the integrity of the documents but has also developed a state-of-the-art Lands Management System (LMS) that allows for swift retrieval of files within minutes and strengthens the processing of land documents using digital workflows.

It is built upon a sophisticated digital transformation framework designed to modernise and enhance the accessibility and management of land records. The LMS, which is the cornerstone of the project, utilises Microsoft's Power Platform and Microsoft SharePoint Online to digitise and archive historical land documents that span over several decades.

Through Microsoft SharePoint Online, all land records are stored in a secure, digital format in one central location. Meanwhile, the Microsoft Power Platform provides tailored solutions for quick access to records, significantly reducing the time from hours to minutes when searching for specific documents.

The technical architecture of the LMS also includes Microsoft Power Automate, which is utilised to automate workflows and streamline processes related to document management, ensuring operational consistency and efficiency.

LMS also features a user-friendly interface developed on Microsoft Power Apps, enabling straightforward navigation and operation without extensive training. It also leverages the cloud capabilities of Microsoft SharePoint Online to ensure that updates to documents are reflected in real-time, and accessible from anywhere via single sign-on (SSO) through Microsoft Azure AD (Active Directory).

The underlying data model for the project integrates these technologies into a cohesive framework that supports real-time data processing and accessibility. It includes advanced functionalities that allow for dynamic interaction with the data. Users can apply various filters, and the system dynamically updates to reflect these changes without the need to reprocess calculations manually.

Moreover, the system’s interactive capability ensures that users can retrieve and view relevant documents quickly based on specific criteria, making the system not only robust but also responsive to the needs of the organisation.

By leveraging the full suite of Microsoft Cloud products, it delivered a robust and fully integrated end-to-end solution

PARCO’s success in implementing this inventive system has been acknowledged, with the company bringing home the Pakistan Technology Excellence Award in the Digital - Oil & Gas category.

The company and its LMS have set a new standard in land records management in Pakistan’s Oil & Gas industry, significantly upgrading the administrative process and service delivery, with a total of over 80,0000 documents digitised under the purview of the Lands and Digitalization Department.

Now in its fourth edition, the Asian Technology Excellence Awards is the region’s premier awards programme that celebrates top technological innovators and solutions that are redefining industries and leading the charge in digital transformation.

The Asian Technology Excellence Awards is presented by Asian Business Review. To view the full list of winners, click here. If you want to join the 2025 awards programme and be acclaimed for your company's outstanding retail initiatives, please contact Jane Patiag at [email protected].