SUCCESS STORY

Kuwait Banking Association
Undertake Document
Management Improvementswith OpenText
Greater knowledge sharing and faster document retrieval
leads to increased productivity

The Kuwait Banking Association (KBA) was formed in 2001,
replacing the Kuwait Banking Committee. The Chairmen of thelocal banks agreed to strengthen cooperation, coordinate toaddress common issues, keep informed about developments
in banking systems, and raise employee standards. Today KBA
consists of 22 bank members, including 11 associate foreign banks.
KBA aims to support links between local banks, surrounding
Arab states, and beyond, including coordination with theCentral Bank of Kuwait.

INDUSTRY

The daily interactions between banking members, other organizations, and internal staff
gives rise to the growing archive of paper documents. With documents being stored onsite
in a file room, as well as at a warehouse facility, retrieving documents became a timeconsuming exercise, impacting the productivity of KBA’s staff. With knowledge effectively
locked away in the paper documents, sharing information was also less than optimal.

• Retrieval of paper documents fromKBA concluded that they needed to move to an electronic means of managing their documents. This, along with other goals to make search and retrieval faster, to make tracking
more efficient, and to reduce the amount of paper that they consume, formed the baserequirements for a solution.

SOLUTIONS

Past, Positive Experience Makes Solution Choice Easier
Senior management at KBA had previously worked with OpenText™ Document Management,
eDOCS Edition (eDOCS DM), and based on their positive experiences, KBA engaged local
OpenText partner, Mediterranean Sea & Gulf for Computer Services (MGS), to implement
the solution at KBA.
“KBA’s Senior Management worked with MGS on the implementation of OpenText inprevious roles they held. Their experiences having been positive, both in terms of theservice and the OpenText solution providing the functional capabilities required, thedecision was an easy one, to repeat the successful formula,” explains Khalid Hussain,
IT Supervisor at Kuwait Banking Association.
With the solution and implementation partner selected, KBA set about establishing a
project team.

E N T E R P R I S E I N F O R M AT I O N M A N A G E M E N T

Financial Services

CUSTOMER
Kuwait Banking Association

CHALLENGES• Lack of knowledge sharing

impacted efficiency

warehouse facility caused delays• Environmental impact of highvolume of paper use• OpenText™ Document Management,

eDOCS Edition (eDOCS DM)

BENEFITS• Fast, easy access to documentation

improves productivity• Ongoing conversion of paper todigital formats removes reliance on
physical storage and retrieval delays• Contribution to green targets bydecreasing use of paper

SUCCESS STORY

Involving Users Throughout Implementation
Improves AdoptionOne of the key challenges KBA faces is the retrieval of documents
related to legal activities. Delays in locating and retrieving paper
documents severely impacts the productivity and efficiency of thelegal team, as well as human resources, administration teams, sales,
Top Management, and others.
“We involve users from the outset of the implementation, whichallows them to provide input to help the deployment best meettheir needs. Management is also involved throughout, and regularly
updated on progress,” says Hussain.
The project was effectively broken down into two key goals. The
first goal tackled the scanning of existing paper documents. KBA
took the opportunity to review documentation and purge theirarchive of old, outdated documentation, ensuring that only relevant
documents were imported to the OpenText system.
The second significant goal of the project included deploying
eDOCS DM to users for ongoing capture and retrieval. A classification schema ensured consistent indexing of documents, making
later search and retrieval much more effective.
“We use the OpenText system to store all kinds of document types
across the organization, including invoices, quotations, résumés,internal memos, correspondence, etc. We use a defined grouping
and departmental classification structure, which makes subsequent searching for documents extremely quick,” adds Hussain.

“Productivity within KBA has
improved with staff no longer
having to wait for paper
documents to be retrieved.
They are able to self-serve bysearching OpenText for the
document they need, whichis then instantly displayed,allowing them to focus on thetask in hand.”KHALID HUSSAIN, IT SUPERVISOR,KUWAIT BANKING ASSOCIATION

Improve Productivity with Notifications ofNewly Captured Documents
When a document begins its lifecycle in paper form—for example,
when a purchase order requires a wet-ink signature—KBA scans
the document and applies key index metadata. The document isthen used to notify the relevant member of staff by email that thedocument is now available for access. Implementation of the notification requirement was undertaken by MGS, who developed thenecessary code to meet the specific requirements of KBA.

A Solid Foundation Backed by Strong Support
With the objectives KBA set out to achieve being met by theOpenText solution, KBA is now considering other ways in which
the solution’s capabilities can be harnessed. Workflow is a key
area that requires improved productivity. KBA is also keen toimprove records management and are currently researching how
OpenText can help them meet their needs in this area.

By consistently adding indexing information to all documents,
KBA dramatically speeds up document search and retrieval. This
leads to more efficient and effective use of staff time. “Productivity within KBA has improved with staff no longer having to wait for
paper documents to be retrieved. They are able to self-serve by “Working with both MGS and OpenText is a pleasure. The support
searching OpenText for the document they need, which is then we receive is always excellent and provided by very knowledgeinstantly displayed, allowing them to focus on the task in hand,” able individuals. We look forward to a long and fruitful relationshipwith both organizations,” concludes Hussain.
explains Hussain.

MGS is a leader in providing specialized enterprise IT and business solutions and consultancy services. They provide quality, world-class,brand-name IT business solutions, reliable and professional services, and unparalleled customer service through IT applications. They alsooffer, in particular, Enterprise Content Management (ECM) solutions. MGS partners with global vendors such as OpenText, SAP®, KOFAX,
Horvath & Partners, NovoDynamics, and Communication Intelligence Corp. (CIC®) to provide a wide range of unique business solutions andservices. MGS currently operates through three offices: Kuwait, Riyadh and Beirut. For more info please visit: www.mgs-tech.com

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