Taicang Rural Commercial Bank Integrated File Management Platform

Client: Taicang Rural Commercial Bank
Industry: Financial
Products/Solutions: Integrated Archive Management Platform Solution
Keywords: Archive Management

Project Background

Traditional archive management mainly relies on manual cataloging, which leads to an extremely heavy workload for archive management personnel in sorting and archiving. Archives stored in the archive room must be plastic-encapsulated to be dustproof, fireproof, moisture-proof, etc., which complicates viewing and accessing archives and is not conducive to long-term preservation. In addition, most of the files are paper documents, and some of the original files are easily lost or damaged during use, resulting in irreparable losses. Therefore, in order to strengthen the scientific management of archives and ensure the safety of funds, Beiming Mingrun has built a comprehensive archive management platform. The platform unifies the management of all files,and converts paper files into electronic files for storage, which has enhanced archive utilization and security of storage.

Project Brief

Beiming Mingrun Comprehensive Archive Management Platform comprehensively uses content management platforms, image workflow, image acquisition and other technologies to collect and sort out the files generated at all stages by all departments of the bank, providing an overall solution for the comprehensive electronic management and electronic access of files. The platform automatically interfaces with the collaborative office system to realize the functions of archive sorting, cataloging, compiling, filing, destroying, borrowing, modifying, deleting, retrieving, automatic catapulting, mandated returning, automatic archiving, etc. This streamlines finding paper archives via electronic records, while helping management personnel organize files, improve the security of archive storage, and make file management more standardized, scientific, and institutionalized.

Solution Highlights

The integrated archive management platform covers four major functions: archive collection, management, storage, and access.
1. Batch Acquisition and Image Acquisition
The archive acquisition module is the source and entrance of all archival data on the platform. The module can acquire data in batches from business systems and content management platforms through interfaces or collect data through image acquisition equipment, which is highly efficient.
2. Workflow Management with Multi-role Collaboration
The archive management module adopts a workflow management model, which features an archive management process including file archiving, destroying, handover, and inquiry that meet national regulations and standards. It employs multi-role collaboration to ensure the accuracy and completeness of the archives.
3. Archive Storage with Full Lifecycle Management
The archive storage module provides services for storing and managing collected business data, and also manages the index of data, overseeing the entire lifecycle of content and data that occur during business processes.
4. Convenient and Secure Archive Retrieval
The archive retrieval module provides archive query and borrowing services. Business personnel can borrow the archives that need to be viewed through the system, while archive management personnel can ensure the security of the archives through the approval process.

Business Architecture

Implementation Value (Achievements)

Taicang Rural Commercial Bank's archive management system went online at the end of 2021, and some functions were upgraded in 2022. During its operation, the project integrated various information across systems within the bank, broke through the data silos between systems, realized unified management and use, reduced the duplicate collection and storage of business data, and improved work efficiency. Through this project, Taicang Rural Commercial Bank can comprehensively access customer information, better understand customer needs and actual conditions, provide them with more professional and personalized services, enhance customer satisfaction and loyalty, and strengthen the bank's risk control capabilities, protecting the interests of the bank.