Digital customer files with Xtendis
At BNP Paribas, it is essential to maintain the proper storage of customer-related documents to comply with existing laws and regulations. In the past, these documents were stored in paper suspension files, which was a time-consuming process for employees who had to archive and search for the correct documents.
Today, the BNP Paribas headquarters in Amsterdam uses the Xtendis digital archive system to archive the large influx of documents digitally. The documents are recorded in clear customer files automatically created through a link with BNP Paribas's primary application.
A complete digital archive
With the commissioning of Xtendis, the existing paper files were first converted and then stored digitally in Xtendis. During conversion, the files were structured, and all digital files were automatically imported using Xtendis' standard Bulk-Import module. The daily influx of new documents is scanned on arrival or, if they are already digital such as e-mail messages, added directly to Xtendis with the "Print2Xtendis" module. This module allows documents from any application with printing functionality to be added to Xtendis easily.
Access any document immediately!
The documents stored in Xtendis are immediately available for retrieval. In Xtendis, you can find documents using various search keys, such as name, document type, and date. Thanks to "Full-Text-Retrieval," a document can even be retrieved based on any word or number found in the document.
Correct user rights through extensive Xtendis security capabilities
At BNP Paribas, a single Xtendis system is utilized by six distinct departments. This involves so-called "Chinese Walls," which means that the rights in Xtendis are defined in such a way that the different departments cannot access each other's archives. This is to avoid any potential conflicts of interest that may arise when employees from different business units serve the same customer. In addition, because of the highly confidential information, further rights are also delineated. For instance, in Xtendis, the system defines the functionalities that each department's users are permitted to use.
The benefits BNP Paribas enjoys with the implementation of Xtendis
- Time savings in archiving and retrieving the large influx of documents.
- The archives are protected against calamities such as fire and water damage and unauthorized use.
- The documents in Xtendis are guaranteed to be authentic and permanently stored so that BNP Paribas complies with laws and regulations.