Customer folders electronic archive implementation
Modrá pyramida stavební spořitelna, a.s belongs among IXTENT’s key long-term clients. A number of projects aimed at efficient processing of documents and information contained therein has been executed during almost ten years of cooperation. One of the recent major projects was the establishment of a secure electronic archive for archiving documents with clients’ biometric signatures.
Modrá pyramida stavební spořitelna, a.s. (Modrá Pyramida Building Society, MPSS) aims at financial consultancy services that are based on a long-term relationship between client and financial advisor. In addition to traditional building savings and loans, it currently offers a number of insurance products and provides its clients with advantageous solutions in form of new concepts – Moudré spoření (Smart Saving).
Modrá pyramida (former Všeobecná stavební spořitelna, a.s.) has been established by three shareholders: Komerční banka, a.s., BHW Holding AG Germany, and Česká pojišťovna, a.s. Komerční banka, member of Société Générale, became the sole shareholder of Modrá pyramida in 2006.
The cooperation between IXTENT and MPSS commenced in 2007 after the change in company’s ownership structure. All client documentation, which had been archived in a secure electronic archive (eArchive) administered by BHW Holding AG in Germany, had to be separated and transferred into a separate electronic archive of MPSS. It was also necessary to maintain the existing user environment, work ergonometry, and all main functionalities of eArchive – for example the interconnection with scanning and OCR mining of information from forms, secure archiving of client documents, outgoing letters creation, etc.
Whereas the BHW Holding AG’s eArchive was partly based on OpenText technology, which has been used by IXTENT for a long time, IXTENT was chosen as the most suitable supplier for this project.
Successful migration of the eArchive took about a year. 50 million electronic documents were transferred and the electronic archive was made accessible for approximately 350 internal and 1,000 external users.
Additional projects/scenarios were later added to the eArchive migration project.
Archiving of Messages from Data Mailboxes
Project of archiving messages from data mailboxes (ISDS) was initiated in response to new Act No. 300/2008 Coll., on electronic actions and authorized documents conversion which entered into force on July 1, 2009.
MPSS processes a large number (thousands) of data messages on daily basis, it was therefore necessary to come with a sophisticated solution that would enable automatic reception / sending, sorting, and retrieval of data messages based on advanced criteria.
Data messages archiving was partly covered by IXTENT ISDS Connector product which provides a complex solution for receiving, sending, and management of data messages as well as their integration with the enterprise information system.
IXTENT’s solution reduced the risks relating to late delivery of data messages (they are considered delivered after 10 days) and their subsequent processing and ensured messages archiving in line with internal and legislative requirements.
Electronic Archive for Agreements, Orders, and Invoices
In 2012, MPSS decided to implement a solution for electronic processing and archiving of economic documents including agreements, orders, and invoices. Logical step was to use the current electronic archive also for long-term archiving of these document types.
Secure Electronic Archive for Documents with Biometric Signatures
In 2014, MPSS approached IXTENT with request for extension of their current electronic archive by so called Biometric archive that would enable storage of documents provided with clients’ biometric signatures.
The Biometric Archive was again based on OpenText technology which provides all required functionalities for security and long-term credibility assurance from the perspective of legislation.
It was necessary to resolve a number of security issues within the project in order to guarantee protection of the documents and contained information. Documents with clients’ personal data and biometric signatures are stored in a secure electronic archive which eliminates the possibility of unauthorized access to such documents and logs every access. Documents in the Biometric Archive are encrypted and accessible only with a security certificate with limited validity which is generated upon each access for each particular user.
Using the existing OpenText electronic archive technology enabled maximum protection of past investments, maintaining clean system architecture, and in final consequence also lower operating costs. Modrá pyramida is - also thanks to its work with electronic documents - a modern digital company which is successful even in today’s tough competitive environment.
Development of the electronic archive provided Modrá pyramida stavební spořitelna, a.s. with a complex solution for secure documents archiving in line with both internal and legislative requirements and the company thus came closer to eliminating all paper documents while improving the services provided to its clients.