Document Capture, Document Management: of Valletta Banking services case study

MAJOR BANK IN USES Company Name: Bank of Valletta THEREFORE AND SCAN2X TO CREATE Founded: 1974 Location: 50 Branches and agencies in A DOCUMENT MANAGEMENT Malta and Gozo Services: Banking and investment SOLUTION WHICH IMPROVES services DATA SECURITY AND EFFICIENCY THROUGHOUT THE ORGANISATION

Bank of Valletta is Malta’s largest bank in terms of project to integrate document and information market share, with around 2,000 employees. It offers management technology in every aspect of business a full range of financial services, including private to improve on their customer service, internal audit banking, investment banking, fund management, and compliance readiness, data protection and bank insurance, as well as brokerage services. It has security. a network of branches, a corporate centre, multiple business centres and a wealth management arm. It is one of Malta’s largest employers, committed to Problem #1 offer excellent customer service, efficient operations Bank of Valletta needed a solution to ensure better and a high level of security. disaster recovery capabilities within their Collateral Bank of Valletta has embarked upon a bank-wide Management Unit (CMU). This requirement was

See the bigger picture With a scanning solution and a document management system For its first project in Bank of Valleta, Avantech this issue would have been implemented six Canon imageFORMULA resolved, but Avantech proposed DR-G1100 document scanners and the that they better utilise their investment in time, software and Business Edition of Therefore with twenty-five hardware. Linking the document concurrent user licenses. management system to their banking system would allow employees in branch offices to have instant access to collateral documents. The document related to very valuable collateral documents that the bank holds for system could retrieve more each customer loan. All this documentation was held in an armoured data about the customer in the document store, and in this room they have an automated filing system banking system and store it with to process all the paper. Should these documents be misplaced, each scanned document. damaged or otherwise lost, the bank would have a major disaster to deal with. A lesser concern was that all this documentation was stored “At the demonstration we saw in a single place, while the bank has sixty branches across the country. that this is the answer to a lot Accessing these documents, mostly when dealing with clients was of our requirements. There was complicated and potentially insecure. While the banking system, based also some added value, like on Oracle software, is very modern and up-to-date, this department the integration with external had no digital asset management at all. databases and the possibility of integration with other systems,” Solution #1 commented Marco Scicluna, Executive Head of IT Systems, For this first project, the bank issued a tender and among other Bank of Valletta. competitors, Canon Certified Partner Avantech proposed a solution consisting of Canon’s document scanners and Therefore document “This was the starting point for management system. Avantech successfully convinced the developing software and web- management of Bank of Valletta that Therefore was the best solution based services to help them by performing a live demonstration of its capabilities. integrate their back-end banking system with the document Because security is a major issue, it was very important that Therefore management system. Therefore’s is completely integrated with Active Directory and can ensure customisation options are vast document security. The system allows access only to people that have and allowed us to demonstrate the necessary security clearance and also offers advanced disaster multiple different options. recovery management and business continuity features. Combined We were able to show them a with Therefore’s flexible integration abilities and powerful management concept for document storage, of client interactions with documents, these were key advantages that indexing and retrieval, integrated tipped the scales in favour of Avantech’s proposition. with their banking system and interfacing with their external “The Collateral Management Unit in Bank of Valletta handles all the databases,” added Camilleri. legal and contractual documentation of the bank. The management wanted to ensure that this documentation was completely secure, and “The installation was very that is why we began the deployment in this department,” said Nick smooth. Users began using the Camilleri, Managing Director, Avantech. system within a couple of days after installation. The fact that This is considered as the smallest Avantech project in Bank of we have a solution that comes Valletta in terms of volume, but a big success in terms of business from Canon and Therefore and is continuity and disaster recovery. Avantech implemented six Canon designed by one company, made imageFORMULA DR-G1100 document scanners and the Business things easier for us, because we Edition of Therefore with twenty-five concurrent user licenses. The have one point of contact. The deployment was concluded in March 2011. project was such a success that At first, the bank’s only requirement was to provide security for these we have decided to implement paper documents. it across the entire bank,” commented Scicluna. scanning profiles centrally and “Therefore gave us the advantage of automatically push them to all of introducing an electronic filing system that their branches. proved extremely useful in terms of reducing This simple process of creating storage space and improving our efficiency and maintaining customised by allowing our users to take full advantage scanning profiles makes the process more efficient with full of access to the system from their own traceability and accountability. computers. And this also helped the bank With Scan2x installed at all in its aim of becoming an environmentally of the bank’s offices, the employees simply have to walk friendly bank by reducing the waste of up to the scanner, choose the paper,” explained Edward Grech, Head of job profile, scan and walk away. All the archiving, categorisation Home Loans, Bank of Valletta. and even workflow are done automatically by Scan2x. This procedure improved efficiency, restricted human error and made scanning and archiving a hassle- free one-touch procedure. Problem #2

Having a substantial number of branches and employees, Bank of Benefits Valletta needed to find a way to standardise their way of onboarding documents of all types. The system had to be able to deal with bank With Avantech’s Canon solution forms, identity documents and pre-printed stationery and it had to be Bank of Valletta achieved several centrally managed. Bank of Valletta needed to implement a solution major benefits: efficiency, that would minimise human error, simplify the scanning and archiving automation and elimination process and increase the efficiency of its’ employees and the services of human errors; business to its clients. continuity; and disaster recovery. This is all related to a significant reduction of costs and has had a Solution #2 direct impact on their business, with clients being served more Avantech proposed that Bank of Valletta use Scan2x, the intelligent quickly and more efficiently document capture system, as it’s document capture solution. Scan2x without delays. Branches have helped Bank of Valletta by allowing the bank to create standardised also freed up storage space, which enabled them to dedicate more space to their clients. In recent years the Therefore The Therefore DMS, in combination with Avantech as our solution installation has doubled in partner has brought efficiency, unparalleled integration and size with many more business process automation to our bank-wide digitisation requirements. processes being integrated. The By combining the simplicity of capture with Scan2x and the integration of Scan2x with the automation of Therefore integration with our line-of-business Therefore system has allowed systems, Avantech have proved themselves to be our valued the Bank to provide its users digitisation partner. with instant feedback together with secure audit trails of when documents were captured. Avantech Scan2X Today’s fast moving business environment demands quick, accurate “In addition to the standard reactions to events as they happen. Many of these events require disaster recovery and archiving paper documents – for example, a sale will trigger an invoice. Now, that the bank originally achieved, imagine a scenario in which this invoice, signed by the client, is they have also managed to share automatically recognised by your scanner – your invoice processing all their documents across the workflow is triggered with no further intervention. Your scanner entire bank wide area network. should also be aware of who is scanning documents to keep an They have managed to use audit of activity. Your users should be presented with the same full text indexing to their full simple interface regardless of what scanner model they are using, advantage, and they’ve also and the scanner should be able to alert users immediately if data on managed to ensure that all their the document being scanned isn’t valid. documents are available to those The Avantech Scan2X does all of this and more using Canon’s with the necessary permissions award-winning range of document scanners. Avantech developed via the core banking system,” the Scan2X to combine the versatility and resilience of Canon’s said Camilleri. scanners with the power of the Therefore document management system, and provide a customisable touch- screen interface. Users Marco Scicluna, Executive are presented with context-sensitive task buttons, while graphics Head of IT Systems, Bank of are simple to understand. Available tasks include built-in OCR, Valletta: “Avantech started our form recognition, QR code and bar code recognition and cheque digitisation journey with a small MICR functionality, while buttons are fully customisable. Multiple but important project with document types are automatically recognised and processed with a relatively small number of no user interaction. very valuable documents. This successfully created a quick win The Scan2X consists of a touch-screen PC, up to four scanners with users and management and for versatility, and a separate central ScanStationAdmin software paved the way for future internal module for control and remote customisation of each unit. Various projects. Our Therefore DMS has output options are available: Scan To Folder, Scan To Email, Scan now expanded its scope to span To Therefore and Scan to Sharepoint. Avantech Scan2Xhas taken the entire Bank’s operations – document management to the next level by reducing scanning front office, back office, admin, tasks to a one-click process. The integration of business logic compliance, internal audit etc. checks using document content continues to add further value to We have consequently worked the proposition. with Avantech to create multiple fail-safe procedures to ensure uptime, reflecting the importance that the Avantech solutions now play in the daily execution of the branches and offices across the solution and so Bank of Valletta Bank’s businesses. country. The bank’s processes has continued to invest in are now highly streamlined due Therefore and Scan2x licenses Therefore and Scan2x are now to the integration of their back- and Canon hardware. deployed in all of Bank of Valletta office systems with Avantech’s BY IMPLEMENTING SCAN2X AND THE THEREFORE DMS WE HAVE BEEN ABLE TO IMPROVE DATA SECURITY, EFFICIENCY, COMPLIANCE AND DISASTER RECOVERY.

Marco Scicluna, Executive Head of IT Systems, Bank of Valletta

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