One of Ukraine’s top grain exporters and agricultural producers, the company manages over 76,000 hectares of farmland and exports to more than 70 countries. It has been a contributor to the UN World Food Programme since 2008 and employs around 4,000 people.
Ukrainian Agroholding Reduces Fraud and Speeds Up Land Deal Management with Nectain
Nectain has helped a leading Ukrainian agroholding digitize its land lease and purchase contracts, protect assets, and automate internal document workflows.
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Industry
Agro
Company size
>1000 employees
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About the Agroholding
The Challenge
The company managed tens of thousands of land lease agreements and thousands of land purchase contracts—all in paper format. These documents had various expiration dates, requiring significant manual oversight to avoid legal and operational issues during fieldwork.
Moreover, during peak harvest times, there were cases of fraud where land was illegally re-registered to other entities. Because contracts were stored in distant offices and only available on paper, proving ownership to authorities often came too late—by the time fraud was detected, crops could already be stolen.
Nectain’s Task
Nectain was chosen to fully digitize the company’s document management process. Key tasks included:
Transitioning all land-related contracts to digital format
Creating a searchable, centralized contract database accessible via computer and tablet
Integrating with the State Register of Property Rights to monitor real estate status and detect fraud
Automating internal organizational workflows for administrative documents
Solution Details
STEP 01 Digital DMS Launch
Nectain implemented a fully digital document management system to centralize all lease and purchase agreements, including comprehensive metadata for each contract.
STEP 02 GIS Integration
All contracts were linked with a geoinformation system, allowing field teams to view leased land plots directly on a map for better spatial awareness and coordination.
STEP 03 Remote Access
The system is accessible online via desktop or tablet, so authorized staff can securely access contract details—such as expiration dates, involved parties, and document history—anytime, from anywhere.
STEP 04 Auto Notifications
Automatic alerts were set up to notify staff about upcoming lease expirations, eliminating the need for manual tracking and reducing the risk of missed renewals.
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STEP 05 Fraud Prevention
Integration with the State Register of Property Rights enabled real-time alerts about property status changes, helping the company respond instantly to suspicious activity and prevent potential financial losses.
STEP 06 Access Control
Role-based access control ensured that only designated personnel could view or modify specific documents, enhancing security and accountability.
STEP 07 Internal Docs Automation
Nectain also digitized and automated internal documentation workflows, including orders, memos, directives, reports, and task assignments—streamlining operations across departments.
Project Highlights
Accelerated Workflows
Contract and document processing now happens in a fraction of the time thanks to automation.
Full remote access to contracts
All land lease and purchase agreements are now accessible online from any device enabling field teams to act instantly.
Major reduction in fraud losses
State Register integration enabled real-time alerts to detect and prevent land fraud during harvest.
Results
Digital Transformation of Land Management
Nectain created a unified electronic database of all land lease and purchase contracts. These documents are now securely stored, easily searchable, and accessible at any time. No more lost, damaged, or outdated files.
Real-Time Fraud Detection
With state registry integration, the company now receives real-time alerts on property status changes. This has significantly reduced fraud cases and associated losses.
Increased Efficiency and Control
Every document interaction is logged, creating a full audit trail. Access permissions and real-time visibility have vastly improved governance.
Accelerated Workflows
The preparation, review, and approval of contracts and administrative documents have become much faster thanks to automation.
Fast ROI
The project paid for itself within a few months after implementation due to operational savings, fewer fraud incidents, and streamlined workflows.
Step into the future
of intuitive document management
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