AgFirst Farm Credit Bank

DocuPhase Case Study

Industry
Banking & Finance
Department
Operations
Solution
Enterprise RPA

Challenges

AgFirst provides funding and financial services to farmer-owned financial cooperatives in select U.S. states and Puerto Rico. These cooperatives provide real estate and production financing to more than 80,000 farmers, agribusinesses and rural homeowners.

Prior to DocuPhase, AgFirst had found that their current software, Hyland OnBase, was not scalable and needed to be replaced with a flexible and open-ended system to accommodate future growth. The organization was struggling to find a data storage system that suited their needs, resulting in low productivity and inaccuracy in documents recorded. With this, AgFirst was looking for a web-based, modern application with high reliability.

The challenges that AgFirst was facing pre-DocuPhase are common challenges in the banking industry for mid-level financial enterprises. With more than 20 associations, AgFirst needed product that allowed their staff to store and access electronic documents faster. In addition, the credit bank is made up of multiple offices across two states – as well as remote staff outside of those offices – making it difficult for interstate teams to share information securely.

Results at a Glance

"The biggest benefit up to this point has been the availability of our systems to external auditors. If we did not have this system currently, we would be paying a lot more for our external auditors to come in and review our loan files."

MARK HUFF Information Systems Manager, AgFirst

The Solution

After evaluating the capabilities of the DocuPhase platform, AgFirst validated its ability to provide savings and gains in a short time frame. The Enterprise Process Workflow Automation toolset enables all users to engage in complete process automation throughout the company by combining the power of Document Management and Process Workflow Automation.

The Document Management Core would allow AgFirst to make all documents and information available at the fingertips of the employees who need it, when they need it. What’s more, it’d add fluid features to their document management system, such as full-text search, automated document routing, and powerful auto-indexing. These features reduce the time it takes to manage and update records manually, while keeping records secure and organized. In addition, the Process Workflow Automation Core would allow AgFirst to define how work was done. With this feature, each employee in the business process would be presented with the DocuPhase work queue, which prioritizes work depending on criticality. By controlling the way work gets done, AgFirst could better measure how effective their business operation strategy is, gain visibility and transparency into their processes and see where bottlenecks were occurring.

The Results

DocuPhase was able to provide AgFirst with a smooth transition of all of their documents, from Hyland Onbase's system to the DocuPhase Enterprise Automation Platform. After implementing DocuPhase, AgFirst saw improvement in their business almost immediately. Documents are available remotely and with permission to external auditors, creating more efficient labor and more constructive use of time by AgFirst agents. Furthermore, the security of files during transport is no longer an issue as electronic files mean controlled access. Disaster recovery plans are also in place for records and documents – a previously unanswered problem for the company.

“Once we had the solution implemented, it’s been remarkable how fast we can get new solutions created and quickly. For a very relatively small amount of hours, you have an imaging solution in place that’s adding business value,” said Tony Stone, VP of Business Applications. The efficiencies AgFirst gained have been tremendous. With the help of DocuPhase, AgFirst was able to increase efficiency and security by switching from processing papers manually to tracking the whole process electronically.