Case study

UniCredit has used a cloud-based electronic archive for over 10 years

UniCredit Banka Slovenija was one of the first banks in Slovenia to make the decision to use electronic storage of documents in the cloud. The decision taken over a decade ago resulted in the opportunity to optimize processes and reduce costs relating to the management of documents in paper form.

Over ten years ago, UniCredit bank carefully examined the capacities of their own archive premises intended for the long-term storage of documents. They analyzed several options that would provide them with a long-term solution to the problem of securely storing the increasing number of documents.

Two options made it to the final round of selection: either leasing spaces to store documents or handover custody of the documents to an external provider and introduce e-archiving. Following analyses, this last option turned out to be the most suitable, as it was also an opportunity to optimize processes and reduce costs relating to the management of documents in paper form.

Electronic archives have many advantages

“The most challenges arose at the planning stage of the project, as this area was new to us and new to the market at the time. We carried out various analyses to guide us on the most important decisions, such as regarding providers, project feasibility and risks. Today, we couldn’t imagine our work without e-archiving, as the benefits of this type of work have been noticed by our users as well,” said Katarina Gole from UniCredit bank about the changes in how work is performed.

The electronic archives require significantly less space and, consequently, fewer maintenance and security tasks in comparison with paper archives. The users of the electronic archiving always point out the savings gained from archive management, as all the documents are available to users almost instantaneously and searching for them is equally fast.

“At UniCredit Banka Slovenija we wanted to speed up our own processes, further automatize them and introduce electronic documenting. Scanning documents at the end of the process was no longer optimal. For this reason we wanted to implement e-archiving at the very start of the sales process, which we resolved by developing our own documenting system that was intended for the short-term storage of documents,” adds Gole.

Paperless business is now a reality

The bank received confirmation of their internal rules from the Archives of the Republic of Slovenia with which paperless business operations obtained its legal basis. Now, over 90 per cent of business processes at the bank are completely paperless, resulting in significant savings.

This optimization of processes also resulted in an increased level of employee satisfaction, since their work could be done more quickly and easily. “Regarding document management, we still see some areas where small improvements could be made, for example the e-signing of documents, which further accelerates the handling of documents and increases customer satisfaction, while also opening up new opportunities to interact electronically with account holders,” said UniCredit Banka Slovenija about their plans for e-documents.