Context
A European Bank needed to outsource their records management processes; securely storing and retrieving sensitive documents, delivering large scale digitisation of other financial records and provide ongoing handling of incoming and outgoing documentation.
Challenge
The client had an extensive legacy archive of paper-based documents – many of which are confidential or sensitive as they relate to financial information. They wanted to transfer these to a modern, efficient facility that would allow them to safely store the existing physical information alongside new digital records, whilst maintaining retention and destruction rules for regulatory purposes.
Solution
OASIS were able to provide a full storage and management solution – including indexing, scanning on demand, and registration. The solution copes with a huge variance in workflows and streamlines collaboration between employees by introducing a bespoke electronic recording function that captures information directly onto the file. We also provided an end-to-end mailroom service, processing all incoming, outgoing and internal mail.
Outcome
Information is now securely held and physical documents can be retrieved efficiently to multiple locations. The banks teams can work remotely on a single document – improving collaboration and reducing the time of response to customers. Paper records are securely held in modern facilities and can be securely and safely destroyed to specified retention rules, ensuring regulatory compliance and avoiding unnecessary costs.
Mailroom services ensure all incoming and outgoing information or correspondence is logged, directed and tracked – reducing errors, and improving customer service with traceable systems that balance efficiency with cost.