Azeus Convene > Case Studies > Afreximbank's Transition to Paperless Meetings and Document Management with Convene

Afreximbank's Transition to Paperless Meetings and Document Management with Convene

Technology Category

Platform as a Service (PaaS) - Application Development Platforms

Applicable Industries

Finance & Insurance
Paper & Pulp

Use Cases

Inventory Management
Time Sensitive Networking

Services

Training

About The Customer

African Export-Import Bank (Afreximbank) is a supranational financial institution based in Egypt. The bank provides services aimed at the development, diversification, and expansion of African trade. Afreximbank conducts meetings with board members and investors, both within Africa and abroad. The bank was facing challenges in managing large quantities of confidential documents for these meetings, especially when travel was involved. The bank sought a solution that could streamline their document management process, reduce printing costs, and ensure the security of their confidential documents.

The Challenge

African Export-Import Bank (Afreximbank), a supranational financial institution based in Egypt, was facing challenges in managing documents for its board meetings and investor interactions. The bank was grappling with the cumbersome process of printing large quantities of confidential documents, accommodating last-minute changes, and ensuring the secure disposal of these documents post-meetings. The process was not only time-consuming and costly but also posed significant security risks, especially when the board members had to travel with these documents for meetings abroad. The bank was in dire need of a secure and efficient solution that could streamline their document management and meeting preparations.

The Solution

Afreximbank found its solution in Convene, a software that offers a secure and paperless meeting solution. The bank's board secretarial team, IT department, and risk management attended a demo of Convene and were satisfied with its functionalities. The software was evaluated and received positive feedback from the IT team. Convene was used for board and departmental meetings, simplifying the process of organizing meetings and preparing board packs. The software allowed the bank to export and circulate meeting packs with a single click, saving time, effort, and cost. Additionally, Convene's Document Library provided a secure space for all the bank's documents, reports, and meeting packs, eliminating the need for mass reprinting and ensuring data security.

Operational Impact

The implementation of Convene has brought about a significant transformation in Afreximbank's meeting preparations and document management. The software's user-friendly interface and flexibility have made the transition smooth and easy. The bank has been able to organize meetings more efficiently, with meeting invitations instantly reflected in Outlook with locations and adjusted time zones. The process of preparing board packs has been simplified, with the ability to export and circulate meeting packs with just one click. The bank has also gained better control over its documents, with the ability to determine user access levels and ensure data security before and after meetings. The customer success team at Convene has been highly available and helpful, further facilitating the transition.

Quantitative Benefit

Significant reduction in printing costs due to the elimination of mass printing of confidential documents.
Time savings achieved by streamlining the process of preparing and circulating meeting packs.
Enhanced data security by controlling user access and eliminating the need to physically carry and dispose of confidential documents.