Document Management Systems

Document folder iconWe all know that these days, automation is the way to go in banking and financial institutions. Going paperless is the goal, and this can be done by transforming physical paper-based documents into e-documents.

I personally cannot stress this fact enough with the recent events that happened in the Philippines in the past few months and years. Typhoon Ondoy (international codename, Ketsana) as well as the existing La Niña phenomenon prevailing over the rest of the Philippines brought flooding to our Marikina and Cebu branches of Asia United Bank in 2009 and 2011, respectively. For Marikina, most paper-based documents got flooded, as expected, and had to begin anew in terms of getting the paperwork back.

Document management systems have been around for a while now, and AUB is no stranger to this kind of system. The bank has been using a DMS for quite some time; unfortunately, integration with the numerous in-house-developed applications wasn’t possible.Global 360 logo

Then comes Case360 by Global360. In this day and age, the term SOA shouldn’t be an unfamiliar jargon to anyone offering systems and services. Interconnectivity is key to improvement in business services (in our case, our clients). The out-of-the-box user interface is good enough for standalone clients accessing the documents to view and make updates to related information pertaining to that document, or, update the document itself with a new version. This is the minimum requirement. They go further by offering web service accessibility to the same funtionalities that the UI offers, via Java. This is critical, especially in our case, since we prefer to offer innovative features to clients in a way that can be done without having to change a lot in terms of our program code. With web service functionality being available, integrating the documents with accounts, loans, credit and other data is possible. Easy even.

The physical paper-based documents are nevertheless important when the need to check it arises, although, for the most part, people will only need to refer to the scanned version (available in the system) for proper verification. Worst-case scenarios of flooding can destroy the physical copy, but if you have them digitized, at least you still get to save part of it in the form of image documents.

At the end of the day, convenience and accessibility come in mind for the users, removing the need to have to pore over the individual files stashed away in the corner cabinets of the branch.

 

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