Jianpu Simplified Fixed Assets and Record Management 2024-05-6 14:10 Guangdong

Credit portfolio digitalization and professional management, establishing a scientific credit portfolio management system and standardized procedures for档案 circulation, achieving digitalization of档案 media, systematization of the档案 management system, and informatization of档案 inquiry. This enhances the efficiency of档案 use, reduces the need for remote retrieval, strengthens常态化 regulatory oversight of credit operations, and saves management costs, thereby achieving the credit management goal of "compliant operation and strict loan management." As such, our bank plans to purchase a credit portfolio management software to implement信息化 management of credit archives.

I. Current Status of Agricultural and Rural Bank Credit File Management

Numerous branches of Rural Commercial Bank are geographically dispersed. To facilitate the conduct of credit business, credit filesAlways employing territorial custody, the following issues have arisen:：

1. File storage environments vary greatlyMost lack fire protection equipment, archives rooms are cluttered with other items, there are no installed surveillance cameras for entry and exit, the storage cabinets are not uniform, and do not meet the strict standards for moisture, water, and fire resistance.

2. Unclear record management system: No dual-key management with two people involved, no records kept for entry and exit, and even some branch archives rooms are in an unmanaged state.There is a significant moral hazard due to human factors!

3.  Filing delays: Post-loan, documents were not promptly transferred to the document room for filing and storage. Many newly added documents at branches this year have not been scanned and filed, transferred to the document room, and have been long-term under the care of account managers, resulting in total loss of control over document management.There is a serious risk of document loss!

4. Inefficient档案archiving:不合理档案管理软件工具与流程！Each档案prior to entry requires the client manager to collect, organize, catalog, scan (per page), rename (per page), compile files, upload (per page), bind, manually label, and store, involving a substantial amount of work. It takes half a day to complete each档案.The primary reason for the branches' failure to timely transfer the files.

5. No Record Inventory List: Branches lack a record inventory list, making it impossible to promptly determine how many files there are, how many are stored in the archive room, how many are in the hands of customer managers, or how many are severely overdue and have not been transferred?In a state of no management and no requirements!

6.Current electronic image quality is poor: Routine work still relies on physical archives. Industry inspections and external checks cannot be completed directly with electronic images, and it is required to retrieve the physical archive files.

7.Long document transfer process and low security: Out-of-area document transfers require advance preparation and dual escort. Any issues during the transfer can lead to major accidents. Some branches also directly send unbound documents to the headquarters.There is a serious risk of档案 loss!

8. Unclear credit file management responsibilitiesEach branch is generally handled by a single customer manager, which fails to meet the strict compliance requirements of the provincial cooperative society for the separation of document use, storage, and supervision.

    9. Credit file management lacks assessment and quantification: Branches lack file management data, there are no clear responsible persons for work milestones, and the safety and efficiency of file management cannot be held accountable to individuals.Regulation cannot be normalized!

Section 2: Feasibility of Information Management for Credit Files

1.Optimize document management by establishing a standardized, high-density filing room at the headquarters, centralizing the storage of credit documents across the bank. Develop an efficient electronic image library and form a document room management team responsible for document collection, reception, scanning, binding, boxing, storage, and archiving. Entirely resolve document management risks and enhance credit management efficiency.

2.Establish centralized archive storage facilities: Currently planning to transform the headquarters into a compact storage room, constructed to provincial and municipal archives standards (fireproof, waterproof, heatproof, theft-proof, pest-proof, rodent-proof, gas-proof, light-proof, and magnetic-proof) hardware conditions. Additionally, professional archive management staff and systems will be implemented, with an estimated construction period of about 1 month. Please refer to the attached design drawings.

3.Establish a professional and efficient档案 management system: Refer to (Meizhou Rural Commercial Bank, Xingning Rural Commercial Bank, Chaoyang Rural Commercial Bank, Wuhe Rural Commercial Bank, Longchuan Rural Commercial Bank, Heshan Rural Commercial Bank, Gaoyou Rural Commercial Bank, etc.), to achieve standardized management of physical archives, establish a high-speed scanning production line, and resolve archive management applications at all nodes of the bank. Staffing for the head office archive room: 4 people for transferring, scanning, and storing existing archives; only 2 people are needed for daily archive management once the existing archives are processed, and no archive managers are required at the branches.

4.Quick Transfer of Existing File Archives via Scanning: The system incorporates a "high-speed scanning conveyor belt" solution, establishes operational standards for each work stage, and achieves batch and intelligent high-speed scanning, significantly enhancing work efficiency. Based on the current inventory of approximately 10,000 files, it is estimated that the scanning and online transfer will be completed within 4-6 months.

5.Reduce file transfers and enhance document utilization efficiency: Post信息化 management, each document has a detailed and standardized electronic copy, allowing for easy access to comprehensive document details on internal network computers, fundamentally altering the traditional remote file retrieval model.

6.Ensure physical document security: Post信息化 management, there is a reduction in the consultation and use of physical documents, extending their preservation lifespan and preventing various human moral risks.

7.Reduce workload for branch customer managers: After customer managers collect the information, it can be transferred to the headquarters' archive room. This eliminates the previously burdensome tasks of cataloging, scanning, renaming, uploading, and binding documents, allowing time to be shifted to customer business activities.

8.Reduce branch office cost investment: This plan only requires a high-speed scanner, label printer, binding machine, air conditioning, surveillance, and temperature and humidity control in the central archive, eliminating the need for any additional hardware investment in branches. No scanning, binding, air conditioning, surveillance, temperature and humidity control, or storage equipment is required for records management. This reduces the human and material costs for each branch.

9.Enhance credit risk control granularity and timeliness: The credit management department can incorporate credit file inspections into daily operations, checking credit files at any time. This allows for multi-dimensional early detection and risk prevention, both vertically (within the loan cycle, checking reports and repayment status) and horizontally (between affiliated companies, multiple loans), thereby improving management granularity.

10.Enhance Post-Lending Management Applications: Timely reminders for documents not submitted as per schedule and requirements, loan documentation expiry alerts, and reminders for large loan overdues not checked.

11.Establish a comprehensive credit file management system: A new档案 management system based on the档案 management system, covering management requirements and operational specifications for all stages of credit file circulation. It combines the system's ability to quickly query the timeliness and standardization of credit managers' work, ensuring the implementation of the档案 management system, achieving the management goal of "restraining employee behavior, enhancing awareness of standardization, allowing work to be based on evidence, and allowing management to follow guidelines."

12.Establish档案management system and standard operating procedures (SOP) for various processes

Jianpu Company specializes in the field of credit file management for China's rural credit system, boasting implementation experience with dozens of rural cooperative institutions. We deeply understand the risk control requirements of supervisory authorities over credit files and the balance of efficiency and cost in actual management by rural cooperative institutions. We know that a powerful management system alone is not sufficient to meet both of these requirements simultaneously.

Software is just a tool; without a well-rounded system, it can only add to workload. However, without robust software support, even the most comprehensive system cannot be effectively implemented, and it will merely be a formality. Over the past decade, Jimp Co. has deeply engaged in the market, continuously understanding and refining customer needs, accumulating advanced management concepts from clients, and forming its own knowledge reserve and dynamic solutions to help customers efficiently resolve lingering issues and enhance management performance.

Jianpu Company will determine management needs and system management processes based on the current status of credit file management by rural cooperative institutions. We will assist clients in establishing a new credit file management system and standard operating procedures (SOPs) for various processes, including file collection, organization, transfer, scanning, storage, document supplementation, electronic file access, physical file borrowing, settlement, and destruction.

Section 3: Customized Exclusive System

The Simpu Credit Management Software 3.0 is a comprehensive system platform that has successfully served dozens of rural cooperative institutions. We will thoroughly research the current management status, needs, and existing systems of our clients, refer to the management experience of similar institutions, and, in conjunction with the system platform, tailor a dedicated version for our clients to ensure the implementation of management systems and enhance the application efficiency and management level of credit files.

Four: High-speed Scanning Line

Digitizing archived documents is a massive and tedious task. Jimp has innovatively proposed the "high-speed scanning conveyor belt" solution, simplifying the imaging process and making it organized and efficient.

After extensive preliminary business research, Jinpu has designed an archive directory list for various types of loans, fully compliant with the unified norms of the Provincial Rural Credit Union. It takes into account the differentiated management needs of various rural cooperative institutions for credit information, covers the material requirements at all stages of credit business development, and is of significant importance to the standardization of material organization.

The Simp Archiving Software directly interfaces with the underlying drivers of high-speed scanners, enhancing scanning efficiency. It performs intelligent processing such as barcode recognition, image optimization, automatic archiving, and automatic matching of directory lists on the original images, reducing manual labor and achieving傻瓜式batch operations, significantly improving the efficiency of scanning work. Taking a 100-page natural person loan archive as an example, a single person can easily complete scanning, proofreading, producing electronic archives, and uploading within 2 minutes.

16.5. Excellent electronic document reading experience

Traditional document management software only focuses on categorization, assembly, and storage of documents, with electronic files mostly displayed as attachments, resulting in a poor reading experience. Finding a specific piece of information in a 1000-page corporate document often requires flipping through from the beginning, which is time-consuming and labor-intensive.

The Simply自主研发 electronic document reader, with national patent copyright, boasts the following advantages:

Confidentiality:痕less reading; no electronic file stored locally after closing the reader. Watermark effects can be set to display the login user's information, preventing screenshotting and photography.

Response Speed: Rapidly responds to user reading requests within 0.5 seconds, solving the issue of long download wait times.

Navigation Reading: By clicking on the left-hand directory bar, users can quickly navigate to the materials they need to read, offering faster access than physical files.

Image Quality: Utilizes image optimization technology for a more realistic paper-like effect, scalable and rotatable for eye protection.

Batch Printing: Select the materials to be printed in bulk; the operation log will record the relevant information.No information provided.

V. Analysis of Credit File Centralized Management Efficiency

Credit files are centrally managed, addressing the issue of delayed filing.Mitigated the risk of document loss or damage，Enhanced daily file adjustment efficiencyStandardization of Electronic File ApplicationsCost savingsBranches will no longer establish file rooms or hire file administrators. After files are generated and organized, they will be promptly transferred to the central branch's file room. The central branch will handle scanning to alleviate the workload of customer managers. There will be no additional hardware investment in branches, saving on space, labor, and complementary hardware costs.

2.Standardize the entire process of document management, control key nodes, and standardize directory entries by document type (individuals, corporations, mortgages, etc.), configured by the Simpu Document Software, and implemented in the document collection and organization by branch customer managers.Address inconsistencies, incompleteness, and non-compliance issues in filesEstablish loan disbursement standards for both new and experienced credit managers.Enhance business management level and efficiency。

3.Establish a high-speed scanning assembly line.Jumper Archiving Software has overcome technical hurdles, directly interfacing with the low-level drivers of high-speed scanners to enhance scanning efficiency. It offers intelligent processing such as barcode recognition, image optimization, automatic archiving, and automatic matching of catalog lists for the original images, reducing manual labor and achieving傻瓜式 batch operations, significantly improving the efficiency of scanning. Take a 100-page natural person loan archive as an example (Scanning efficiency for general files is typically 100 times faster, with personal files taking 2 minutes and corporate files taking 5 minutes to scan, categorize, and upload.), a single person can easily complete scanning, proofreading, creating electronic files, and uploading within 2 minutes. Therefore, with 2 scanning lines in the entire bank, centralized scanning of all the bank's files can be achieved.

4.Jianpu Archiving Software is designed with timeliness and user experience at its core, promotingCredit file one-file circulationThe physical document archives are transferred to the central archive department for storage, and daily access to archives at various nodes is done through electronic archives. The principle is that non-essential physical archives are not to be removed from the storage. Simp Company has conducted extensive business requirement research, achieving from initial business document collection, credit approval, and loan disbursement.Post-loan management(Electronic File Application)Extension, Loan Repayment (Non-performing)Industry External Inspection (Electronic Record Application)Comprehensive lifecycle management of document destruction, achieving full-process electronic document application, while also accommodating the management differences among various agricultural cooperative organizations.

5.EstablishState-level dual-key dual-person file management system, which achieves the whole process management of file storage, shelving, relocation, borrowing out, return, and destruction, and implements each file in a box, each box with a unique label (QR code label).File Location ManagementCan be arranged in any order for easy location of files (columns, groups, shelves), and combined with PDA QR code scanning for precise positioning, offering a scientific and convenient file management system.

 6.Comprehensive credit file centralization solution, successfully implemented in over a dozen rural cooperative institutions within the province, receiving unanimous praise from clients. The leaders of the Guangdong Provincial Rural Credit Union highly认可 the project, and the Chaoyang Rural Credit Union of Shantou City shared their experience at the provincial credit work conference. The entire project took 1 month to complete, with the transfer and scanning of existing archives into the system finished in 4 months. Initially, 4 personnel were configured for the transfer of existing archives, but only 2 were needed for subsequent routine management.

7.Project focus on centralized credit file management, initially configuring the central archive storage room of the headquarters, capable of supporting the storage of incremental files for the next 5-10 years; then, introducing mature and professional credit file software and services, learning from the successful experiences of sister units (Xingning, Wuhua, Meizhou, Longchuan, Heshan, etc. rural and commercial banks) to address the issue of standardized file management and efficiency enhancement in one step; and configuring the archive software

Section 6: Configuration Hardware and Consumables, as referenced in the following figure:

Section 7: Reference Cases

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Guangzhou Jinpu Computer Technology Co., Ltd.

Company Address: No. 208, Building 2, Haizhu High-Tech Industrial Park, Haizhu District, Guangzhou City, Guangdong Province

Guangzhou Haizhu Science and Technology Innovation Park

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Contact Phone: 020-89226423, 18022395430; Fax Phone: 020-89895075

Email: jianpu@JP2006.com Company QQ: 2210803422