One of the most prominent banks in the world has over 35,000 employees and 780 branches worldwide. They offer various services such as personal banking, savings, loans, corporate securities, foreign exchanges, and overseas operations. Since these are such sensitive processes, it is essential for this bank to handle them in the most reliable and responsible manner.
Previously, they were using ad hoc fax machines placed throughout the organization. Due to strict security measures, faxes had to be reviewed by an alternate employee before they could be sent. In addition to replacing this time-consuming fax method, the bank also needed a more efficient method to email and save documents internally.
Solutions Implemented By Client
In order to improve this bank’s processes, their stand-alone fax machines had to be eliminated given their insufficient capabilities to handle the needs of such a large organization. These machines were replaced with Ricoh java-enabled MFPs that were equipped with FabSoft’s Modular Object Scanning Technology (MOST), which allows users to define document distribution directly from the MFP screen. To facilitate such a high volume of faxes, this customer implemented RightFax, a proven market leader in reliable fax software and solutions. MOST integrated with RightFax created a secure infrastructure capable of maintaining tight control over every fax communication.
First, the bank defined three global RightFax fax books with each book being associated with an active directory group. Each group had an assigned person who reviewed the fax before it can continue to be faxed to the destination. Now, users can walk up to any MFP screen within their network and log into MOST. They can then select fax cover pages or enter in subjects and additional notes. They can also search through and select contacts stored in their RightFax fax book. MOST recognizes the users upon login and presents them with their associated fax book.
The fax number of the receiver can also be entered manually if it is not in their fax book. Once users are finished entering this fax information, the document is scanned. Upon scanning, the document is automatically sent to Document Authority Control (DAC), which is a web interface that enables users to view, approve, and edit documents. DAC informs the right person that a fax is waiting to be reviewed. The employee reviews the fax from DAC and once approved, it is automatically faxed according to the destination that was entered using MOST. In order to determine if the fax was sent successfully, the user can navigate to the MOST RightFax Status tab to view the current statuses of all fax jobs.
In addition to the faxing capabilities, the bank can use MOST to perform other document activities from their MFP’s synchronized as direct emailing. Internal email addresses can be searched and retrieved by performing regular lookups or LDAP searches. The email body and subject can be entered and upon scanning, the document is emailed accordingly. Additionally, users can scan and save documents directly to their LDAP home directory. They can browse their directory structure right from the MFP MOST screen, select a folder, and the scanned document will be saved to that location. For the sake of added security, all PDFs can be password protected with SSL encryption and up to 30 characters.
Modular Object Scanning Technology (MOST) & Document Authority Control (DAC) Benefits
- Users are able to scan, fax, and email documents from the convenience of their MFP
- The MFP is transformed into a reliable and secure enterprise fax system
- Faxes are sent at a quicker rate compared to stand-alone fax machines
- Users can browse their LDAP directory and select where scanned documents should be saved
- Documents are automatically routed to the necessary employee for review before they are faxed
- Convenient access to information is stored in the RightFax fax book and other internal databases