Xerox SA has switched on-line Africa`s first fully operational OnBase Document Management System - in Nedcor`s international finance division in Johannesburg. The connected system increases client-request response times, improves document security, saves hours of physical document filing and retrieval, and reduces Nedcor`s physical paper prints by up to 200,000 pages a day - giving the bank a crucial strategic advantage. The connected OnBase document management system is the result of an 18 month, in-depth, document stream analysis by Xerox Professional Services (XPS) - Xerox`s fully independent consultancy arm. The analysis included the development of an on-site `cold-process` pilot scheme - electronically importing all Nedcor`s financial documents - to ensure that the system was 100 per cent operational before its full online launch.
"Before switching online we made absolutely sure that our document management system was the best solution possible for Nedcor`s fast-moving and flexible requirements," says Barry Gernaat, manager of XPS. "As a major bank dealing with millions of rand each day it was imperative that Nedcor hit the ground running as soon as we went `live`."
The new connected document system puts an end to paper chasing and document mountains. All the bank`s paperwork, from client statements to payroll documents, is now managed on screen without staff even having to get up from their desks - in a fraction of the time.
Amongst its many specific features the new document management system electronically connects print streams, separates mailing documents, `images` incoming documents via a scanner, provides an internet and intranet and operates as a dynamic interactive database.
In-built security features include client image processing - to check the validity of client signatures etc., specific codes so that only accredited personnel can access sensitive and secure documents, and CD and microfiche publishing - hard-copy records that are kept in a separate building for long-term security.
"To compete in the modern international marketplace South African companies must adopt global systems and methods," says Barry Gernaat. "Around the world companies are investing in proactive document management. In South Africa Nedcor is leading the way." As well as facilitating more manageable and efficient document output - and input - the new Xerox system also streamlines running costs, putting them under close long-term company control. Xerox`s USA-based document management software partner, Hyland, is so confident of this it guarantees that all system start up costs will be recovered within 18 months. Just the pilot scheme on its own reduced Nedcor`s document costs by R50,000 per month.
"The new document management system has fueled Nedcor`s fast transition from a paper-based South African bank into a fully connected information-based global financial institution," says Barry Gernaat. "The system is so successful that Nedcor will probably recover all its start-up costs within just a year."
XPS, Xerox Professional Services, operates as a fully independent consultancy company to The Document Company. The document management solutions it advises incorporate the best products available on the market - whether the manufacturer is Xerox or a competitor.
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