DocumentsAlert delivers powerful document imaging and file management of your critical business information assets for each customer relationship. It provides the procedure to ensure that a financial institution will verify the identity of a customer by using documentary methods, non-documentary methods, or a combination of both methods.

Click to zoom

Click to zoom

The facility documentation required for each type of credit facility is effortlessly established in DocumentsAlert through the creation of templates.

Missing documentation is automatically monitored and the appropriate staff are notified at predefined timeframes. The collection and organization of this vital business content and information is easily retrieved by your staff. They can efficiently search and display documents from their desktop by customer, by facility, by document type or a combination of the above. This information can be shared with those in the front office that need to know while maintaining security.

Click to zoom

Click to zoom

The compliance staff also can search and retrieve information for new account relationships or be notified automatically be email via document-alerts of missing critical documentation to ensure that section 326 of the USA Patriot Act is enforced.

Compliance with various laws and regulations that govern financial institutions regarding record retention schedules is crucial. An example of such record retention schedule requirements can be found in the Bank Secrecy Act, which requires that most documentation falling within the definition of this law be retained for a five year period such as Currency Transaction Reports (CTR) 104 and Suspicious Activity Reports (SARs). The permissions assigned to staff within DocumentsAlert would preclude non-compliance users from seeing that a SAR was even saved.

Click to zoom

Section 326 of the USA Patriot Act requires documents to be retained for five years after an account is closed. How do you track and comply with the various retention schedules of the regulations? DocumentsAlert is your answer. It is also just as important to destroy documentation when its record retention expiration date is reached. Again DocumentsAlert is your answer. DocumentsAlert facilitates both processes by allowing the financial institution to assign the retention period for each document type from a drop-down list of dates contained in the database and then calculates the destruction (deletion) date, which is then filtered down to the individual document based on the date selected. This ensures a strong records management practice.

The release of these valuable business information assets to staff are no longer prone to being misplaced or lost and the inefficient need to manually control requests for the physical document is eliminated. A concomitant impact is the ability to share documents simultaneously without incurring any administrative overhead. Copying costs are dramatically reduced, costly physical storage is minimized, and a realistic disaster recovery of such critical documents and files is easily achieved.

Bringing the document images and files up in their native viewers eliminates time-consuming manual searches through paper files and microfiche by using the fast search features contained in the native application such as Microsoft Word and Adobe Reader. Images of text documents can be optical-character-recognized (OCR) for searching based on the viewer selected for reading multi-TIFF files.

Using DocumentsAlert reduces legal and compliance risks via improved controls over your business information.

Click to zoom

DocumentsAlert also boosts the productivity of both the credit control and the compliance functions by delivering the pertinent information when needed. Your front office can also manage correspondence with your customers by scanning into DocumentsAlert’s database. Documents and files can be collaborated upon amongst users. Using your email system as the delivery channel for the distribution of reminders ensures that missing documentation and covenants are followed up on a timely basis via document-alerts to the account officers assigned.

DocumentsAlert centralizes the management of your important business information assets, maximizes the utilization of resources by automating the delivery of data, and ensures the protection of your information through the security of the server’s operating system ensuring that the data is tamper-proof.

Using a common-sense approach to your daily backup procedure will ensure fast recovery in the event of a disaster thereby ensuring business continuity.

DocumentsAlert is scalable handling your business needs today as well as in the future. Using an intuitive user friendly front-end capturing module, document indexing is effortless! Finding a document even more so!