Document management has been indispensable in the financial services and banking industry for years. Despite its ubiquity, it is often neglected or only given the occasional check-in – a pattern that needs to end immediately.
Technological innovations give today’s financial services organizations unprecedented opportunities to improve document management efficiency. The goal here is simple: leverage top-of-the-line document management systems to reduce costs, drive gains in compliance and increase all-around productivity.
Learn more about how financial services document management can transform every facet of operations.
What Is Financial Services Document Management?
Financial services document management effectively organizes and stores documents in a secure, digital environment. It provides a secure repository for storing financial documents, such as contracts or loan applications.
In addition, here are the other things it offers:
- Allows users to collaborate on complex agreements
- Offers workflow rules to track the status of documents
- Applies permission-based access protocols that control who can view, print, or edit specific documents.
The Importance of Document Management in Financial Services
Document management ensures that crucial documents and records are secure throughout their lifecycle. Financial companies can:
- stay compliant with regulatory requirements
- streamline processes
- save on printing costs, and
- allow personnel to focus on more value-adding activities
With a sound document management system, different departments can access the same information quickly across many authorized members to boost efficiency while keeping restricted information safe.
Moreover, employees will be more productive as they no longer need to search through multiple paper filing systems or review outdated data stored locally. They only need to log in on a secure system portal to extract customer information.
Benefits of Efficient Document Management for Finance
Digitizing document management means you are also embracing paperless transactions. Here are some of its benefits.
1. Improved customer service
Financial service providers can retrieve customer records and documents more quickly if clients need to extract past transactions. The waiting time is reduced because the system can provide the necessary information in minutes.
Say a customer calls with a question about their account. The representative can easily pull up the relevant information rather than searching through piles of paper and file cabinets.
2. Increased efficiency
A document management system can increase efficiency in the financial services industry by streamlining access to information. It allows multiple stakeholders to collaborate on documents.
For example, a financial institution may need to share sensitive client data with external partners, such as auditors or tax experts. A document management system securely stores financial information in a centralized repository. Only authorized users can access it.
3. Reduced costs
First, by digitizing paper documents, a document management system can help reduce the required storage space. Second, by making records more accessible and searchable electronically, it can save time that you would otherwise spend looking for physical documents.
Automating manual tasks such as document approvals and workflows can reduce the staff required to manage document processes. For example, a bank can shorten its loan processing time from 30 to seven days.
4. Enhanced Security
Financial service organizations handle sensitive customer information daily. With an established system, you can track and access control that reduces the likelihood of unauthorized access to confidential financial information.
For example, you can configure the system to require multiple levels of authentication before allowing any user to view or manipulate a document. Only authorized individuals with the proper credentials can access restricted data.
Additionally, you can track which users have accessed certain documents, making it easier to identify any suspicious activity.
5. Improved regulatory compliance
Many document management systems include encryption to protect further sensitive data from cyber threats like malware or ransomware attacks. This is especially useful for businesses in the financial services industry that must comply with regulations such as:
- General Data Protection Regulation (GDPR)
- System Organizational Control Reports (SOC) 1 & 2
- Federal Reserve Board (FRB)
- Federal Deposit Insurance Corp. (FDIC), and
- Security Exchange Commission (SEC)
Encryption helps prevent hackers from accessing confidential financial records even if they manage to breach an organization’s security measures.
Additionally, with a secure system, you can safely store customer transaction records for review under auditing standards such as Sarbanes-Oxley Act (SOX). By managing all records in one central location, you can easily track document versions and reduce the risk of errors or omissions during an audit.
Best Practices for Financial Services Document Management
There’s no better way to maximize a document management system than to apply these best practices.
1. Automate processes
This can be done using software programs that help streamline workflows and make tracking and managing documents easier. For example, using a document management system can help to automate the process of electronic signature requests. You can send automated notifications to clients.
2. Use security measures to protect financial documents
Encrypt all sensitive information stored on computers or other devices. Encryption algorithms are designed so that the data cannot be read without a key. It makes it virtually impossible for hackers and other malicious actors to gain access and steal the data.
3. Develop policies and procedures
This practice can help ensure that all staff members know how to handle and store documents properly. This can include specifying who has access to certain types of information and establishing protocols for handling confidential or sensitive information.
4. Regularly review and update policies
Revising existing policies or procedures may be necessary as new threats or challenges arise. Organizations can be better prepared to handle any potential issues by staying up-to-date on the latest developments.
5. Create standardized templates for frequently used documents
This practice allows companies to ensure that documents are formatted consistently and contain the same information each time they are used. This helps to maintain a sense of professionalism and credibility.
Standardized templates also make it easier for staff to quickly complete documents, as you can fill in relevant information instantly. Creating document templates, such as contracts or legal forms, ensures compliance with applicable laws or regulations.
Standardizing the format of these documents also makes it easier to spot any discrepancies between different versions, should the need arise. Furthermore, by using standardized templates, organizations can reduce administrative costs by streamlining their document processes.
How Fill Can Help With Financial Services Document Management
If you’re looking for a document management system, look no further. Fill is the best option for financial services document management because it is simple to use, offers a wide range of features, and integrates with various other software platforms.
Fill is free for life. You can try the platform, and if you need advanced features, you can avail of a paid subscription.
Some of the key features that make Fill the best choice include:
- Document Assembly: It allows users to create documents from scratch or by using existing templates. This is particularly useful for financial service professionals who often need to generate documents such as contracts, reports, and proposals.
- Automated Workflows: Fill’s automatic workflow feature enables users to automate repetitive tasks such as document approvals and signoffs. This can save a significant amount of time for financial service professionals who often need to manage large numbers of documents.
- Integration with Other Software: Fill integrates with various popular software platforms, making it easy to share documents and collaborate. This is essential for financial service professionals who need to be able to access their documents from anywhere and share them with clients and colleagues.
- Security and Compliance: Fill takes security and compliance seriously, offering password protection and version control features. This is crucial for financial service professionals who handle sensitive information and must ensure their documents are secure.
Try Fill today and sign up for free. You’ll be amazed at how it can simplify your team’s workflow.