Case Study: VIA Rail Canada achieves transparent project correspondence and document management with Fabasoft Approve

VIA Rail Canada Managing technical data and documents for mega-scale projects

VIA Rail Canada, the state-owned passenger rail operator, needed a better way to manage technical data and formal project correspondence for its large-scale train procurement with Siemens Mobility. Its main challenge was moving from email-based communication to a secure cloud environment that could organize thousands of documents, track obligations in the contract data requirements list, and support structured review and approval workflows. Fabasoft’s Approve on Fabasoft PROCECO was selected to help manage this complex project information.

Fabasoft implemented Approve to centralize correspondence, automatically number incoming documents and attachments, control access by project role, and automate review, approval, scheduling, and metadata management. The system replaced email-based processes, improved traceability and transparency, and created a central hub for project communication and reporting. The rollout and migration from Microsoft SharePoint were completed in just two months, and since early 2020 several hundred team members have used the platform to manage the project end to end.

VIA Rail Canada

Arnaud Lacaze

Project Director