Document Management System Case Study

Trans Global Securities Ltd. (TGSL) is a niche broking firm and leading player in the derivative arbitrage and broking space. Established in 1995, the company is a market leader in Indian derivative and capital markets space.

The firm is currently a corporate member of the National Stock Exchange (NSE), Bombay Stock Exchange (BSE) and Central Depository Services Ltd. (CDSL), Currency Derivatives Segment and MCX Stock Exchange Limited (MCX-SX), providing equity and derivative broking services, research services and depository services.

Making It Easy to Access Know Your Customer Information Online

Problem : When customer opens an account, the TGSL must obtain copies of identity documents. Typically these are photocopied and kept with the singed application in hard copy storage in one location. This makes it difficult for TGSL staff to view KYC information across various locations / branches. When it is needed, they must request copies from the holding location.

These problems are further compounded by instances of misplaces, lost or incomplete files, which makes it increasingly difficult to comply with today's strict regulatory and disaster recovery requirements.

Even when KYC documents / records are stored electronically they are stored in isolated and separate systems that are difficult and inefficient to search especially across multiple locations.

While it's a relatively easy task to collect and retain this data, sharing it efficiently across departments and between branches represents a significant challenge when it is all maintained as hard copy documents.

TGSL hence faces the problem of costly off-site storage and time wasted searching for and retrieving paper records.

Solution : Easy to access web-based electronic document management and storage system with fast user adoption.

KRYSTAL - DMS combines it's absolutely FREE scanning and capture tool - KRYSTAL - Capture Studio - with it browser based online document management tool - KRYSTAL DMS Enterprise Edition - to provide a complete solution for capture, storage, management and access to KYC information.

KRYSTAL - Capture Studio is a production level capture tool that allows users to easily scan, index and upload critical KYC documents to a secure online repository.

KRYSTAL DMS - Standard Edition is a comprehensive document management solution that acts as this centralized repository, allowing all authorized personnel to access KYC information, wherever they may be located.

Result : Eliminated off-site storage costs and increased efficiency: slashed document retrieval from hours to seconds.

With KRYSTAL - DMS, Trans Global Securities Ltd. (TGSL) can:

  • Adhere to stringent regulatory compliance
    • Capture and organize all relevant KYC documents
    • Retain complete, up to date electronic KYC documentation and associated records
    • Implement effective compliance, disaster recovery and business continuity strategies
    • Provide the ability to track file access for audit and security purposes
  • Improve Performance
    • Allowing ready access to up to date KYC documents from a secure, centralized repository
    • Providing secure, web-based, cross branch access to authorized staff from a central location
  • Reduce Costs
    • Automating paper based processes
    • Improving employee efficiency
    • Significantly reducing paper usage and handling

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