Documents Publication Management

Our client is an investment company that was erected by the Flemish Government. It provides funding for promising businesses, from the day they first open their doors, through their various growth stages and even on to operating internationally. The company implements projects that will improve wellbeing and prosperity in Flanders.

The Challenge

With our customer at the centre of large financial transactions, privacy and the handling of documents with high precautions and with the right sensitivity is paramount. In order to govern documents management with 3^rd parties, the government imposes strict compliance measures.

The rules dictate that once the financing of projects has been approved by the internal committee, a set of official documents must be approved internally before they are shared with third parties’ stakeholders such as legal partners, financial institutions and customers.

Since this process was managed using mostly emails, it was cumbersome and prone to mishaps. Traceability was also a recurrent issue when audits were carried out.

The Solution

AMO designed a document publication management solution which plugs directly into our customer’s Document Management System (DMS) namely iManage.

The process starts from within the DMS where employees can easily submit documents for approval. The automated workflow is driven by the file sensitivity and category. The application allows the approval process to go through various layers and is directed to the right approvers dynamically. Once the approval process is completed, the files are automatically converted to read-only PDF documents and labelled as “ready to be published”.

With this solution, our customer enjoys the following benefits:

• Compliant System: Any submission and associated data are recorded and traceable.
• Efficient process: No errors or time wasted trying to find approvers and what the process is.
• Smooth User Experience: Deep integration with the iManage product means the user does not need to leave their regular and well-known workspaces.