Electronic document archive — Bank Portal

Functional capabilities

• Sending documents from the bank information systems to the archive
• Documents registration
• Making electronic document scans, including direct import into the archive and documents with a digital signature
• Search for cases, volumes, and documents, including a full-text search by the document content
• Audit of operations on making and approval of acts for elimination or transferring cases to the divisions 
• Making acts of document transfer, elimination, etc. 
• Converting documents into the unchangeable format PDF-A, which is aimed at the long-term storing of documents 
• Work with cases, volumes, and documents (case numbering designer, re-forming, closing, working with cases, processing transitional cases)
• Creation and record-keeping of the case nomenclature 
• Case designer in accordance with a structure and approved conditions of the archival storage, making consolidated case nomenclature and cases of structural divisions
• Making case nomenclature based on the previous years’ nomenclature, case nomenclature approval 
• Making a printing form of the case
• Issuing and return of cases, volumes, documents 
• Export documents, volumes, and cases into an electronic format ASIC, which allows you to store documents as is, metadata, and data about digital signatures referred to the EU recommendations 
• Record-keeping book for receipt and disposal of documents 
• Matrix configuration for access rights in the context of organizational structure, roles, case nomenclature 
• Support of digital signing (QES), which makes documents signed in the system completely legally significant 

 For more about all softXspace Archive capabilities follow the link

Implementation results 

• Financial costs for the paper originals storage are reduced and time on their processing is decreased 
• Structured keeping documents in the electronic form has excluded document loss and provided a convenient search 
• Time-saving and increased the experts’ and archivists’ work efficiency
• Costs minimization for supporting paper archive 
• The increased work efficiency with document flow in general has simplified work with archive documents (disposal, transfer to storage)
  
  

Related case studies: business analytics for electronic a — Procredit Bank, electronic archive for Nurbank, ECM system for Kernel, electronic archive for Donetskmiskgaz, electronic archive for Arcelormittal, Microsoft 365 for Siloxene.