Back Scanning Project Mind Map
by Brighton Chiwera
1. The system has issues picking data on scribbled hand writing - All hand written text must be BLOCKED and in CAPS.
2. The Extract from FCUBS must include all available fields ??
3. Storage issues / files sizes?? - one file is an average of about 7mb . we do not anticipate any challenges on the system
4. Retention and Archiving periods - Existing procedures coupled with Regulatory requirements will be looked at in detail.
5. Updating of Documents submitted to home branch - physical file will be in different location though finding its way, but classification will go on. Repercussions of accountability and timeliness of classifying docs needs more discussions.??
6. The checker in the branch will be responsible to check all original documents submitted.
7. The ability to check branch specific files - CIF will be used as the primary link and already existing reports can be used for filtering. Other customized reports can be requested (Digiata)
8. Centralized Retail OPS
9. All machines must have Adobe PDF Installed
10. Under source of Income - there is need to confirm Gross, Net or other Sources of income.
11. Train the trainer Approach - Branch champion??
12. Roll-out plan on the 22 Branches 10 of them being large - we will split them by Geographical location, smaller branches will have to travel to nearby larger branches for training
13. Equipment - Current inventory of scannerd status quo to be supplied by both the branches (Raina) and IT deparatment. (Brighton) Options of Rent vs Buy will need weighing so an infromed decision can be made on acquisation.
14. Communications - Directed to Brent / Fadzai Looping in Natasha & Brighton Emails and phene calls / skype calls will be the prefered way of communicating
15. 2017 Budget Inclusions on Purchase of equipment and Filling system replacement
16. Denoting of completed files - check-box on register with CIF
17. Dormant accounts - Activation and updating on list with un-scanned active accounts for scanning and classification
18. Online Storage - Backup of scanned copies; A possibility of offline mode data access to be discussed between Digiata and our IT
19. Access control - Who sees what? who Edits What? etc. digiata will provide a User matrix which we can use to define our user access rights.
20. Staff files - Not accessible to project team. HC to drive their own KYC Compliance intitiative
21. Training of the OCR System on the Organisation's Elearning platform
22. Retrieve file from cabin
23. Prepare file- staples, split pages, remove photos if no alternative?? Try removing staples on Photos which hinder paper movement in printer or Use different paper loader??
24. Scan file - record CIF, scan, save to pdf. Options on saving onto an online share point or having a configuration to directly save on Digiata OCR system??
25. Double paged sides- Need for equipment that handles both sides scanning?? Potential human intervention errors in skipping the other side ??
26. Complexity of scanning equipment- Need for training or walk-through on printer use ?? Standardization of equipment across the branch network.
27. Documents with images requiring rotations & the Quality of Images - A consideration for our staff doing copies for clients to maintain the quality, this obviously has cost implications which need weighing. digiata team will also look at rotation options that can be provided by the system.
28. Expiring Data- Passports used for identification will at some point expire, upon scanning the system should reject expired docs, and possibly alert or raise a flag when a doc is going to expire- very critical for KYC as well
29. Inking of the first page as way of marking scanned / approved documents by branch personnel must be stopped as it hinders the system from picking clean data.
30. Include Financial Clearing Bureau (FCB) report on Stadium. soon there will be Credit Referencing Bureau CRB being made mandatory by the regulator so we need to have that clearance in site.
31. Under Source of Income - clarify and obtain consistency between salary and Pay slip
32. other identification particulars do not show gender like the Driver;s licence
33. Role delineation - Classification of roles is dependent on staff availability per branch, changes or effects on Job Descriptionms and jb profiling as anticipated need attention. Tentatively, the Back office operator will do the scanning while the Relationship officers will do the classification on the system.
34. Core team roles and responsiblities, contacts etc... Fadzai to send to Natasha
35. Scanning options - scan all documents and classify later even remotely or scan and classify all at once. We need to weigh the PROS & CONS of each to come up with a preferred approach taking into consideration risks costs, schedule and other implications associated
36. Process Prep to safeguard physical files corruption. status Quo determination in branches through Audits
37. Filling- 1. Storage space 2. Archiving 3. standard filling procedures to be put in place. Brian & Team
38. Splitting of Closed, Active and Dormant Accounts as an activity in preparation of scanning & Classifying.
39. i) Shared drive for scanned docs: IT / sharepoint configuration ii) Straight Through Processing STP on scanning onto the OCR system: Digiata will experiment with this option
40. Account opening form restructuring - to be informed by mandatory fields from our AML, regualtory authority guidelines etc.
41. Reference guide from digiata - lpage ayout guide
