Business continuity and disaster recovery of Valletta Banking services case study you can Managed Document Services – Case study Major bank in uses a Therefore-based custom document management solution to improve data security and efficiency

Organisation Name Bank of Valletta For its first project in Founded 1974 Bank of Valleta, Avantech Location 44 branches and agencies in Malta and Gozo implemented six Canon Services Banking and investment services imageFORMULA DR-G1100 Website www.bov.com document scanners and the Products Managed Document Services Business Edition of Therefore with twenty-five concurrent Bank of Valletta is the largest Malta’s The initial solution user licenses. bank in terms of market share, with For this first project, the bank issued a tender around 1,600 employees. It offers a full and among other competitors, Canon range of financial services, including Accredited Partner Avantech proposed a With a scanning solution and a document private banking, investment banking, solution consisting of Canon’s document management system this issue would have fund management, bank insurance, scanners and Therefore document been resolved, but Avantech proposed as well as brokerage services. It has a management system. Avantech successfully that they better utilize their investment in network of branches, a corporate centre, convinced the management of Bank of time, software and hardware. Linking the multiple business centres and a wealth Valletta that Therefore was the best solution document management system to their management arm. It is one of Malta’s by performing a live demonstration of its banking system would allow employees largest employers, committed to offer capabilities. in branch offices to have instant access to excellent customer service, efficient collateral documents. The document system operations and a high level of security. Because security is a major issue, it was could retrieve more data about the customer very important that Therefore is completely in the banking system and store it with each Bank of Valletta has embarked upon a integrated with Active Directory and can scanned document. bank-wide project to integrate document ensure document security. The system and information management technology allows access only to people that have the “At the demonstration we saw that this is in every aspect of business to improve on necessary security clearance and also offers the answer to a lot of our requirements. their customer service, internal audit and advanced disaster recovery management and There was also some added value, like the compliance readiness, data protection business continuity features. Combined with integration with external databases and the and security. Therefore’s flexible integration abilities and possibility of integration with other systems,” powerful management of client interactions commented Anthony Cassar, Project Manager The problem with documents, these were key advantages ITSD - Systems, Bank of Valletta. Bank of Valletta needed a solution to ensure that tipped the scales in favour of Avantech’s better disaster recovery capabilities within proposition. “This was the starting point for developing their Collateral Management Unit (CMU). software and web-based services to help “The Collateral Management Unit in them integrate their back-end banking system This requirement was related to very valuable Bank of Valletta handles all the legal and with the document management system. collateral documents that the bank holds for contractual documentation of the bank. The Therefore’s customization options are vast each customer loan. All this documentation management wanted to ensure that this and allowed us to demonstrate multiple was held in an armoured document store, documentation was completely secure, and different options. We were able to show them and in this room they have had an automated that is why we began the deployment in this a concept for document storage, indexing and filing system to process all the paper. Should department,” said Nick Camilleri, Managing retrieval, integrated with their banking system these documents be misplaced, damaged Director, Avantech. and interfacing with their external databases,” or otherwise lost, the bank would have a added Camilleri. major disaster to deal with. A lesser concern This is considered as the smallest Avantech was that all this documentation was stored project in Bank of Valletta in terms of volume, “The installation was very smooth. Users in a single place, while the bank has sixty but a big success in terms of business began using the system within a couple branches across the country. Accessing these continuity and disaster recovery. Avantech of days after installation. The fact that we documents, mostly when dealing with clients implemented six Canon imageFORMULA have a solution that comes from Canon and was complicated and potentially insecure. DR-G1100 document scanners and the Therefore and is designed by one company, While the banking system, based on Oracle Business Edition of Therefore with twenty-five made things easier for us, because we have software, is very modern and up-to-date, this concurrent user licenses. The deployment was one point of contact. The project was such a department had no digital asset management concluded in March 2011. success that we have decided to implement it at all. in another department,” commented Cassar. At first, the bank’s only requirement was to provide security for these paper documents. Managed Document Services – Case study

With Avantech’s Canon solution Bank of Valletta achieved several major benefits: efficiency, automation and elimination of human errors; business continuity; and disaster recovery. This is all related to a significant reduction of costs and has had a direct Ongoing process of business Loans, Bank of Valletta. improvements impact on their business, After the CMU project, Avantech faced several Benefits with clients being served other challenges that they resolved with their With Avantech’s Canon solution Bank of more quickly and more document management solution, and it has Valletta achieved several major benefits: become an ongoing process. efficiency, automation and elimination of efficiently without delays. human errors; business continuity; and One of the issues was the difficulty of disaster recovery. This is all related to a Avantech ScanStation filing and storing large volumes of paper significant reduction of costs and has had documents, leading to storage space a direct impact on their business, with Today’s fast moving business environment shortages, which forced them to move to clients being served more quickly and more demands quick, accurate reactions to events as they happen. Many of these events require larger premises. Avantech introduced the efficiently without delays. Branches have also paper documents – for example, a sale will bank to the concept of labeling their stationery freed up storage space, which enabled them trigger an invoice. Now, imagine a scenario with QR codes, allowing them to automate to dedicate more space to their clients. in which this invoice, signed by the client, is scanning and storage of documents by automatically recognized by your scanner – categories. Using QR codes, Therefore capture “In addition the standard disaster recovery and your invoice processing workflow is triggered client knows what to do with a scanned archiving that the bank originally achieved, with no further intervention. document, because each code is associated they have also managed to share all their Your scanner should also be aware of who with a standard document type. It enables documents across the entire bank wide is scanning documents to keep an audit of employees to achieve greater efficiency, area network. They have managed to use activity. Your users should be presented with eliminates errors and frees up employees for full text indexing to their full advantage, and the same simple interface regardless of what more productive tasks. Today, QR codes are they’ve also managed to ensure that all their scanner model they are using, and the scanner should be able to alert users immediately if generated dynamically and serve to uniquely documents are available to those with the data on the document being scanned isn’t identify individual documents with clients, necessary permissions via the core banking valid. transactions and other specific data. system,” said Camilleri. The Avantech ScanStation does all of this and more using Canon’s award-winning range This system is now deployed throughout “We have been able to improve data security of document scanners. Avantech developed the bank, and this is one of the reasons and disaster recovery. All our expectations the ScanStation to combine the versatility and they installed an initial fleet of 55 Canon have been met or exceeded,” concluded resilience of Canon’s scanners with the power imageFORMULA DR-C130 scanners. These Cassar. of the Therefore document management are in the process of being augmented by an system, and provide a customisable touch- additional 70 imageFORMULA DR-6010C screen interface. Users are presented with scanners, which are better adapted to the context-sensitive task buttons, while graphics increased intensive business processes in the are simple to understand. Available tasks include built-in OCR, form recognition, QR bank. code and bar code recognition and cheque MICR functionality, while buttons are fully “Therefore gave us the advantage of customisable. Multiple document types are introducing an electronic filing system that automatically recognised and processed with proved extremely useful in terms of reducing no user interaction. storage space and improving our efficiency The ScanStation consists of a touch-screen by allowing our users to take full advantage PC, up to four scanners for versatility, and a of access to the system from their own separate central ScanStationAdmin software computers. And this also helped the bank module for control and remote customisation in its aim of becoming an environmentally of each unit. Various output options are friendly bank by reducing the waste of paper,” available: Scan To Folder, Scan To Email, Scan To Therefore and Scan to Sharepoint. explained Edward Grech, Head of Home Avantech ScanStation has taken document management to the next level by reducing scanning tasks to a one-click process. The integration of business logic checks using document content continues to add further value to the proposition. »We have been able to improve data security and disaster recovery. All our expectations have been met or exceeded.«

Anthony Cassar, Project Manager ITSD - Systems, Bank of Valletta

Canon Europe Ltd Avantech Ltd 3 The Square Avantech Building Stockley Park St Julians Road Uxbridge San Gwann SGN2805 Middlesex Malta Tel: +356 2148 8800 UB11 1ET www.avantech.com.mt Tel: +44 208 588 8000 Fax: +44 208 588 8001 www.canon-europe.com