Business Case Digital Document Management
Explainer
Customer requirements
Challenge
Solution
afb Product
Advantages
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In this short video, you will learn more about the business service "Advanced Digital Document Management" from afb.

Customer requirements

End-to-end digitalisation with an early scan approach

The desire to digitise document management is not new and runs through all industries. This is regularly confirmed by a large number of studies. According to the results of a Bitkom study, 60 percent of all companies surveyed and even 90 percent of large corporations use software technologies for the digital capture, processing and archiving of documents of all kinds. According to another study, almost every fourth company (23 percent) quated to want to invest in a comprehensive software solution for digital document management in the near future.

What the studies report little about is the following aspect: they do not take into account how large the proportion is that is digitised by document management. For example, there are fundamental differences between the „late-scan“ and „early-scan“ approaches. With the so-called late scan, the documents are usually sent to the financial service provider by post and centrally scanned by the service provider before the scans can then be processed. But only the early scan, in which the end user is effectively included in the digitalisation, ensures end-to-end digitalisation and saves manual activities such as viewing and sometimes time-consuming, „correct“ assignment of incoming documents.

Challenge

Exponentially increasing demands on IT

If you shift digitisation away from the financial service provider (late scan) to the end user (early scan) in the context of complex document processes, this inevitably leads to exponentially increasing demands on the IT solution. New errors can arise and additional correction loops are necessary. Many solutions on the market cannot compensate for this fuzziness or do not offer the necessary comfort.

The added value of solutions for digital document management only comes into play if it allows convenient handling even with complex documents and processes. Companies – especially financial service providers – wish i.a. the possibility of being able to edit the digital documents sent in, to integrate forwarded items, to select them for processing and perhaps quite simply to correct their order, etc.

Solution

Early scan digitalisation and excellent ease of use

  • The necessary information about which documents must be provided by the customer or agent in the course of the process (standard document types as well as special documents, e.g. due to requirements from the credit decision) is supplied via configuration or an interface.
  • These can then be collected via upload snippets or individually submitted by your customers as part of the corresponding process workflows.
  • Submission either via web upload (if your customer has already digitised the documents) or via the afb-Digitizer-App (for iOS / Android), which uses the implicit image optimisation processes to ensure that the files transmitted are of high quality.
  • When the documents are uploaded, they are automatically assigned and, if necessary, the content is read out using OCR.
  • Checking the documents in the afb document portal: On the one hand, the customer can see very transparently which documents he has submitted; on the other hand, the financial service provider uses the portal – with extended views, functions and rights – to check and approve the incoming documents in a revision-proof manner – also in a n-eyes principle with logging of all votes and individual decisions.
  • Since documents are not always in the correct order, you can use ADDM to split, move, rotate or remove the documents into individual pages with one click. In the course of this, any subsequent requests for documents from the sales partner and / or customer can also be initiated and tracked.
  • As soon as all documents have been fully checked (and further process steps, e.g. payments have been initiated), these can be automatically transferred to an existing archive system via an interface.
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Advanced Digital Document Management

End-to-end digitalisation in perfection

Our ADDM business service is offered as "Software as a Service" (SaaS) and can be used in a modular manner to supplement existing IT systems based on a modern, open architecture. Because the IT infrastructure is provided via afb, installation is not required. You only work with your Internet browser - taking into account the highest IT security requirements.

ADDM at a glance

The afb‘s Business Service "Advanced Digital Document Management" supports an end-to-end digitisation of document-based business processes for the recording, storing and communicating time-critical information and converts the late-scan into an early-scan process.

Features Advanced Digital Document Management

  • End-to-end digitalisation of document-based business processes with comprehensive (banking) technical support
  • Business service for transferring, administering, inspecting, analysing and processing  electronic documents and information by various stakeholders
  • Integration of different input channels (direct upload, afb-Digitizer-App, via e-mail)
  • Simple connection to any system via standardised surface and interfaces, adapted to the respective corporate design
  • Optional comfort functionalities such as synchronisation with ECM/DMS solutions, content extraction through optical text recognition (OCR) and automatic allocation through intelligent pattern recognition
  • afb-Digitizer-App: automated processing of scanned documents, read-out of the QR codes, secured transfer of document bundles with meta, image and content data

Advantages

at a glance

  • More efficiency: the conversion of the late-scan into an early-scan process leads to significantly reduced processing times and more flexibility in the recording, storing and communicating time-critical information.
  • More customer satisfaction: the closer interaction and faster reaction have a positive effect on customer satisfaction.
  • Higher quality: the automated processing of extracted data results in a lower error rate in the manual work steps and generates increased data quality.
  • Lower costs: a reduced error rate and increased efficiency through a higher degree of automation lead to lower costs.
  • Greater security: extraction, analysis, transmission and processing of data are carried out according to the principles of correctness and security.

Interested?

Become flexible and stay flexible!

Would you like to find out how comprehensive and convenient digital document management can be for everyone involved? Then get to know the afb solution!

Personal conversation

 

Our experts, i.a. Enrico Moritz, are happy to answer any questions you may have.

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Successful practical implementation at a glance

Did you like our business case for Digital Document Management? Then keep looking around! The following is an overview of our most important business cases. These are examples of how afb customers use our IT and consulting services successfully in their individual environment.