Document Storage System Development for Banking Sector

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Technologies:

Cloud Storage (1)
PostgreSQL (27)
Auto Testing (25)
Linux (23)

Domains:

AI Solutions (6)
Business Solutions (12)
Data Analysis (6)
Finance and Cryptocurrency (7)

Project Goals

The Document Storage System Development project aimed to create a comprehensive and efficient electronic storage solution for a major bank with over 4,350 employees, serving more than 2.5 million individuals and 85,000 corporate clients. The main goal was to digitize paper documents, such as credit agreements and contracts, organize them effectively, and ensure their secure storage. The system was designed to allow easy access to the necessary information, reducing the time and effort required to manage physical documents and enhancing overall operational efficiency.

Functional Capabilities

  • Integration with Bank Scanners: The system was custom-developed to integrate with scanners used by the bank, enabling seamless document digitization. Scanned documents were sent to the server for further processing.
  • Document Recognition and Metadata Extraction: The solution used ABBYY Recognition Server for Optical Character Recognition (OCR). This allowed for the automatic extraction of text from scanned documents and the collection of metadata, which was then stored alongside the original scanned files.
  • Private Cloud Storage: All scanned documents, along with their metadata, were stored in a private cloud environment using Seafile, providing a centralized and secure storage solution. This ensured that documents were protected and accessible only to authorized personnel.
  • Standardized Metadata Storage: The extracted metadata was stored in a standardized format using PostgreSQL, ensuring that all document information could be easily indexed and searched.
  • Document Identification: Documents could be identified based on recognized data extracted from the text or through barcodes. This facilitated easier classification and retrieval.
  • Search and Retrieval Functionality: Implemented a search functionality powered by Solr, allowing bank employees to search for documents using metadata or full-text queries. This made document retrieval fast and efficient.

Solution Concept

The document storage system was developed as a web application that could also be accessed from desktop environments within the bank. The solution was integrated with scanners to facilitate the easy digitization of physical documents. Each document scanned into the system underwent OCR processing using ABBYY Recognition Server, which extracted relevant information for indexing.

The extracted metadata, along with the original document, was stored in a centralized private cloud managed by Seafile. The metadata was saved in PostgreSQL for structured data management, while Solr was used to index and enable full-text search functionality across all stored documents.

The system architecture was designed to be scalable and secure, ensuring compliance with regulatory requirements related to document storage, retention, and access. By utilizing Linux for server environments, the system benefited from a stable and flexible platform that supported secure access and deployment.

The platform provided employees with tools to search, filter, and retrieve documents quickly based on metadata or barcodes. This functionality streamlined workflows, reduced the need for physical document handling, and improved the speed and efficiency of responding to client requests.

Results

  • Enhanced Efficiency in Document Management: The digital storage system significantly improved the efficiency of managing and processing documents. The time needed to process customer requests was reduced, leading to faster response times.
  • Improved Document Organization and Accessibility: The system provided a centralized location for storing all scanned documents, with metadata and full-text search capabilities. This improved accessibility, reduced manual searches, and enhanced overall productivity.
  • Data Security and Compliance: The use of a private cloud environment ensured data security and compliance with regulatory requirements. Centralized storage and cloud backups helped prevent unauthorized access or data loss, thereby safeguarding sensitive information.
  • Reduced Reliance on Physical Documents: The solution allowed the bank to digitize and store all documents electronically, reducing reliance on physical storage and resulting in cost savings. This also facilitated remote access to documents by authorized personnel, enhancing operational flexibility.
  • Streamlined Workflows: Automated document recognition and metadata extraction streamlined the process of sorting, filtering, and indexing documents. This reduced manual tasks, increased accuracy, and improved workflow efficiency.

Technologies and Architecture

  • Backend Development:
    • Python: Used for developing backend services and integrating with document processing components.
    • PostgreSQL: Employed as the primary database for storing metadata related to documents, providing a structured and secure data management solution.
  • OCR and Document Processing:
    • ABBYY Recognition Server: Used for Optical Character Recognition (OCR) to extract text and metadata from scanned documents, enabling classification and retrieval.
  • Document Storage:
    • Seafile: Used for storing documents in a private cloud environment, ensuring secure access and backup of scanned files.
  • Search Functionality:
    • Solr: Implemented for indexing documents and enabling full-text search, ensuring that documents could be quickly retrieved based on metadata or content.
  • Infrastructure and System Design:
    • Linux: The system was hosted on Linux servers, providing stability, security, and flexibility for managing document storage and retrieval.
    • Integration with Bank Scanners: Developed custom integration with scanners used by the bank, enabling seamless document digitization and transfer to the server.
  • Web and Desktop Accessibility: The system was designed as a web application accessible through desktop interfaces, ensuring that employees could access documents conveniently from their workstations.

User Cases

  • Customer Service Representatives: Bank employees responsible for customer service used the system to quickly access and retrieve documents related to customer accounts, loans, and credit agreements, ensuring prompt responses to customer inquiries.
  • Document Management Teams: The document management teams used the system to digitize and store incoming paper documents, classify them, and ensure they were properly indexed for future retrieval.
  • Compliance and Audit Teams: The system provided compliance teams with easy access to necessary documents, ensuring that regulatory requirements for document storage and retrieval were met. The search and retrieval functionalities also facilitated audits and compliance checks.

Integration and Development Process

  • Requirements Gathering: The development began with an in-depth requirements gathering process to understand the types of documents, workflows, and regulatory requirements involved in document storage.
  • Team Formation and Project Leadership: A team of developers, system architects, and QA specialists was formed. The development process was managed using agile practices, allowing for iterative development and integration of client feedback.
  • System Architecture Design: The architecture was designed to be scalable and secure, with a focus on integration with scanning devices and cloud storage solutions.
  • Implementation and Testing: The implementation involved integrating the OCR system, developing the web interface, and creating the cloud storage environment. Rigorous testing ensured that the document storage system was secure, efficient, and met the bank's requirements.

Client Benefits

  • Improved Document Accessibility: The digital storage solution provided bank employees with fast and easy access to documents, significantly reducing the time needed to locate specific information.
  • Secure and Compliant Storage: Centralized cloud storage ensured that documents were stored securely and met regulatory requirements for data retention and protection.
  • Increased Productivity: The reduction in manual document handling and the introduction of automated sorting and classification improved employee productivity and allowed the bank to process customer requests more efficiently.
  • Cost Savings: By reducing the reliance on physical documents, the bank saved on storage costs and minimized the risks associated with physical document handling, such as loss or damage.