Bank of Kigali is the largest commercial bank in Rwanda, Africa. The bank has 80 branches and serves about 236,000 individuals and 25,000 legal entities. Bank of Kigali has more than 1300 employees
Our client is a major bank in Rwanda that faced a significant challenge in digitizing their document management processes. They resorted to storing large quantities of documents in paper format within a document warehouse provided by an external supplier. The project was brought through RIM Rwanda (affiliete of IronMountain Inc.) who is a reseller partner of Itiner Digital.
Before the Itiner Platform, Bank of Kigali managed the auditing process manually with paper-based forms, documentation, and Excel. Using paper forms not only made the auditing process cumbersome, it limited the bank’s ability to easily review all their data and self-identify areas of improvement during their quarterly executive meetings. Additionally, the outdated paper solution didn’t provide the visibility or communications they needed.
The client wanted to gain tighter control and visibility over their loan processes and data. They sought a solution that could pull process data on-demand to streamline their internal and external audits, increase their preparedness for joint commission meetings, and allow cross-department collaborations. The solution needed to address reporting and score carding. Additionally, they required the solution to be robust, flexible, scalable, and user-friendly for employees to capture and view data.
So the primary business need was to dematerialize loan agreements, digitize account processes and mailing room service. Moreover – because of local regulations – there was a need for controlled paper-based document management with a document warehouse. The digitization efforts held significant promise. This solution aimed to enable multiple users across various branches to simultaneously access, search, and track documents efficiently.
The dematerialization of loan agreements. In some cases, there were up to 6000 documents (attachments) in use. Process building and fast, automated digitalization solutions were provided by the Itiner Digital Platform, while RIM assisted in scanning solutions.
Mailing room service was the answer to the centralized management and rapid distribution of documents received via email and post. This automated solution requires only the supervision of one emplyee. This is crucial considering the bank’s extensive network of over 80 branches.
Account opening: The bank maintains about 732,000 active accounts. The technology aspect of handling this volume of forms and documents was managed in line with the first phase. For new loan agreements, an administrative staff member creates and sends them for validation. Upon validation, if all is well with the documents, the digital copies are instantly received by the bank branch. The account opening process complies with local archiving laws.
The solution ensures that the full contract management cycle is transparent, retrievable, and verifiable at any and all bank branches. The digitization efforts have streamlined processes, enhanced accessibility, and improved compliance.
With the ability to access and manage documents digitally, the bank can operate more efficiently while adhering to regulatory standards. By partnering with Itiner Digital and leveraging the Itiner Digital solution, the bank successfully addressed its document management challenges. The phased implementation approach allowed for systematic digitization of processes.
Industy: Bank, Finance
Department: Front Office | Back Office
Deployment: Onpremise, Private cloud
Numbers of system:
11 665 active loans
78 232 closed loans
282 463 attached documents
1 500 300 scanned pages
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