Financial Services, Financial Planning, Financial Management
Replacement of older document imaging system with the iKAN Virtual Document Center, including migration of existing images into the new system.
Sugar Creek Group maintains important paper based records for their clients who engage them for a variety of financial planning and management assignments. With the increased need for document security, disaster prevention, and rapid access to customer files (often from the road), the company decided to convert the paper files to digital images stored on secure file servers, with the ability to create CDs on demand for archive and portability of records. The company used an initial basic scanning solution that they quickly outgrew because it did not offer an integrated databse.
Providing sound financial advice requires up to the minute access to a customers paper based records, especially important financial instruments like deeds, mortgages, loans, and contracts. Delays often occurred when requesting these documents from other financial institutions, and keeping them in paper form became prohibitive and could not keep up with a growing firm. The company used an initial basic scanning solution they quickly outgrew because it did not offer an integrated database to allow users to easily find documents after they had been scanned and stored. As the number of images grew, the process quickly became very complex and was not maximizing employee productivity.
The iKAN Virtual Document Center solution was installed along with a desktop scanner that resided in the records managers office, replacing the use of their internal digital copier previously used for scanning. At the same time, the original scanned images from their previous system were imported into the system for indexing. One part time staff now handles the entire process, and all of their paper documents are safely stored as digital images, which can be accessed on demand.
Since installing the iKAN Virtual Document Center, Sugar Creek Group has had several occasions where a financial institution or client urgently needed a copy of a document they should have had in their own filing systems but were unable to produce. Sugar Creek Group was able to locate the documents within the Virtual Document Center and immediately email a copy of it to the requesting institution. In meetings, Sugar Creek consultants can lookup documents on-line or from CD on an immediate basis, increasing customer credibility and satisfaction.