Financial Services Solutions
As the financial services industry becomes increasingly complex, it is reemphasizing basic values. With the rapid development of regulations to control public sector confidence, the need for robust protection of key documents, enforcement of access, and reference archiving that leads to a certainty that documents may be reproduced for heightened regulatory scrutiny is imperative.
Our document imaging plan provides a persuasive and effective solution to present to corporate governance boards, external auditors and regulatory bodies that your key documents cannot be shredded or altered. Our leadership in digital technologies and electronic document solutions position us to provide these essential business continuity services to you.
Octacom covers the entire spectrum of document management services:
Wherever an organization is printing multiple copies of confirmations, billing statements, invoices, parts records, accounts payable, general ledger and other reports, our service eliminates upfront multiple print requirement and hard copy storage.
- Electronic Imaging processes and converts print data files directly from your host system and allows you to view them on-line as PDF images;
- Server based print file data is displayed as images on the fly exactly as originally created via your web browser;
- Octacom can access print data directly from external service providers or from your own servers;
- There is no need to transmit tapes or files to us;
- No heavy database footprint is required on your hardware;
- Data print files may be indexed on branch, representative code, account number, short name, form code, date, or other data providing instant image retrieval by any viewer you authorize;
- Images may be viewed historically for each month, selected periods, the entire year or multiple years;
- Your original print files or images may be archived on DVD/CDROM and viewed with imbedded software;
- Each branch, representative, management, accounting or support staff may view images on your intranet or the internet as required; and
- Confidentiality and secure access is guaranteed through a branch, department, representative, and employee level password module.
Original statements, reports, invoices and back-office reports are thus printed only once if required, and subsequent requests are more efficiently viewed through on-line retrieval of images, then faxed, printed or emailed as required.
Clients, at your discretion, may also be provided direct and secure access to images of their own account information over the internet, enabling them to directly view, print, email, or store to disk.
Report print files may also be integrated and indexed with signed orders, proof of delivery forms and other paper-based documents. Octacom provides the people, hardware and scanning software to convert paper files to indexed images that can be readily accessible via your on-line web browser.
Printing, distribution, postage and storage costs are substantially reduced or eliminated.
Operational costs are reduced on the elimination of original print copies and the cost of locating, researching and distributing requests for microfiche and paper-based client files.
We also excel at scanning, archiving and securing key documents.
Financial institutions have asked us to scan documents such as client account applications, Registered Plan agreements, related account opening documentation, credit arrangements, loan agreements, merger and acquisition agreements, and Initial Public Offering documents to TIFF or PDF images.
Octacom will scan your key documents. We will also provide an end-to-end solution, which can include secure image hosting, browser based access and retrieval software, off-line backup and DRP.
Our complete service offering is billed on a "cost-per-page" basis with no upfront cost and no capital investment. Your image files will be stored in industry standard formats that, at any time, can be easily migrated to your own server and/or software platforms.
Your document images may be indexed on company code and name, date, document type, relationship manager, research manager, compliance officer, loan officer, credit officer and other topics.
Document images may be encrypted, stored on your database and secured with a custom level password access module.
Images and database files may be copied to DVD/CDROM and archived offsite for additional security.