1. Document Collection
- Collect physical documents from branches, customers, or back-office units.
- Types include KYC forms, account opening forms, loan documents, cheques, and statements.
2. Document Sorting & Classification
- Segregate documents based on:
- Customer type (Retail / Corporate)→Document category (KYC, Loan, Compliance, etc.)→Priority (Urgent, Normal)
- Remove staples, folds, and damaged pages.
3. Unique ID Assignment
- Assign tracking numbers or barcodes to each file/batch.
- Map customer details (Account No., CIF, Loan ID) to the unique ID.
4. Scanning
- Use high-speed scanners (ADF type).
Configure:
- DPI: 200–300
- Format: PDF/TIFF
- Mode: Grayscale or Color depending on document type.
5. Image Processing
- Auto-cropping, de-skewing, de-noising.
- Enhance image clarity, remove blank pages.
- Convert to searchable PDF if needed.
6. OCR (Optical Character Recognition)
- Extract text from scanned images→Recognize customer details, signatures, identifiers→Validate fields like PAN, Aadhaar, mobile number, date, etc.
7. Data Entry & Indexing
Enter or auto-fill important fields:
- Customer Name
- Account Number
- Document Type
- Date
- Branch
- Tag documents with searchable metadata.
8. Quality Check (QC)
Verify:
- Clarity of scan
- Correct document type and metadata
- OCR accuracy
- Completeness of pages
Re-scan if needed.
9. Approval Workflow
- Supervisor reviews and approves digitized documents.
- Flag exceptions (illegible, mismatched, incomplete).
10. Storage & Archiving
Store documents in:
- DMS (Document Management System)
- Bank’s central repository (On-premise or Cloud)
- Ensure proper folder structure, naming conventions, and access rights.
11. Integration With Core Banking System
- Link digitized documents to customer profile.
- Enable instant retrieval by:
- CIF number
- Account number
- Loan ID
- Document type
12. Security & Compliance
- Follow RBI, UIDAI, and bank-level guidelines.
- Encrypt files during storage and transfer.
- Restrict access with audit trails.
- Enable retention and destruction policies.
13. Retrieval & Customer Service
- Staff can instantly retrieve documents during audits, customer queries, or legal requirements.
14. Backup & Disaster Recovery
- Daily backup of digitized data.
- Maintain DR site for business continuity.
