BACKGROUND
Jana Small Finance Bank Limited (Jana Bank) is a prominent Small Finance Bank in India, with a strong presence and a large customer base. Since its establishment in 2008, Jana Bank has achieved significant growth in assets under management and deposits. As a leading financial institution, Jana Bank faced challenges in efficiently managing and tracking the movement of physical documents across its branches, head office, and storage locations. To address these challenges, Jana Bank partnered with Crown Records Management to implement their file movement tracking solution, DART (Document Automated Retrieval Technology).
CHALLENGES
Jana Bank encountered several challenges related to document management and tracking, including:
- Document Location Tracking: Jana Bank struggled to accurately track the location of physical documents as they moved from branches to the head office and various storage facilities. This made it difficult to quickly locate documents when needed for regulatory, legal, or auditing purposes.
- Multiple Storage Locations: With storage locations spread across the head office and outsourced records storage partners, Jana Bank faced complexity in maintaining a centralized and organized record of its documents. This decentralized storage system hindered efficient tracking and retrieval.
- Quality Checks and File Integrity: Ensuring the completeness and integrity of files received from branches posed a challenge for Jana Bank. It required an efficient system to conduct quality checks, verify the presence of all necessary documents within a file, and ensure the proper organization of file sections.
SOLUTION & OUTCOME
To overcome these challenges, Jana Bank implemented Crown Records Management’s DART (Document Automated Retrieval Technology) solution, resulting in the following outcomes:
- Streamlined Document Tracking: DART provided Jana Bank with a centralized system to track the movement of physical documents in real-time. From branches to the head office and storage locations, the solution enabled efficient tracking, eliminating the challenges associated with document location.
- Enhanced Inventory Management: DART facilitated comprehensive records inventory management, allowing Jana Bank to maintain a centralized and organized record of documents across multiple storage locations. This streamlined the tracking and retrieval of documents when required.
- Quality Checks and File Integrity: With DART, Jana Bank could conduct systematic quality checks on files received from branches. The solution ensured the presence of all required documents within a file and maintained the integrity of file sections, reducing errors and improving overall file management.
- Improved Efficiency and Productivity: The implementation of DART significantly increased operational efficiency and productivity at Jana Bank. The digitized processes and automated workflow streamlined document management, reducing manual efforts and enabling employees to focus on more critical tasks.
- Enhanced Security and Compliance: DART incorporated advanced security features, including data encryption and access controls, ensuring the confidentiality and integrity of sensitive information. This helped Jana Bank meet compliance requirements and safeguard documents from unauthorized access.
- Real-time Collaboration and Reporting: DART enabled real-time collaboration among different user groups, facilitating efficient communication and task coordination. The solution also generated comprehensive reports on file activity, turnaround times, and performance parameters, providing valuable insights for process optimization and governance.
CONCLUSION
By implementing Crown Records Management’s DART solution, Jana Bank successfully overcame the challenges associated with document tracking and management. The streamlined processes, enhanced inventory management, and improved efficiency resulted in increased productivity and compliance. Jana Bank achieved a higher level of security, real-time collaboration, and comprehensive reporting capabilities, ensuring seamless document tracking and management across their operations.
