Excite Credit Union is Member-owned and Member-focused, giving everyone the chance to build a stronger financial future for over 70 years. With branches in California and North Carolina, Excite offers a full range of banking services and is committed to making life affordable for everyone, and to utilizing technology to the benefit of their Members.

Excite also is the only credit union based in Santa Clara County designated as a Community Development Financial Institution (CDFI), Low Income Designated Credit Union (LICU), and a Juntos Avanzamos member. These designations reflect the Excite’s ongoing commitment to being the community’s credit union serving low-to-moderate income and immigrant communities with fair, safe bank deposit and loan products. For more information, visit www.excitecu.org.

Situation

Excite has been using its legacy document management system for several years and although it has served the business well it lacked some of the automation and digital capture features to meet future business needs. Historically, member-related documents were scanned and archived into the solution and with more documents being sent via digital channels, Excite saw the opportunity to implement an end-to-end digital solution.

Challenge

In 2020 Kevin Alsup, Excite’s Senior Vice President of Technology Solutions, set out a plan to replace the existing document management solution as part of the company’s digital transformation strategy. Alsup explained, “We wanted to use a technology that would provide a digital document platform for the future — one that could manage digital document capture, automate our business processes, and allow staff to quickly find the documents they need…all within one platform.” Alsup selected DocuNECT®, a product developed by Portford Solutions Group, Inc.

Solution

Working with Portford Solutions, the Excite project team defined the following basic requirements:

  • Capture and automatically extract data from different types of reports: COOP ATM Reports, Reports from the FiServ DNA Core System, and Member Statements from InfoImage.
  • Capture Loans and Other Documents directly from DocuSign once they had been signed by the Members.
  • Capture documents received from MeridianLink and Receipts from the FiServ DNA Core
  • An easy-to-use method of capturing different kinds of documents from the user’s desktop.
  • Easily Access the Documents for Search and Retrieval.
  • Migrate the millions of existing documents from the Legacy Document Management system that fall within a Retention Policy with data re-validation.
  • Reduce the Amount of IT Administration in managing and monitoring imports.
  • Provide a platform that Excite’s IT can manage and enhance themselves in the future.

In August of 2020 when Alsup initially approached Portford Solutions, he had numerous pain points from the existing document management system and strategic requirements that he wanted to make sure that DocuNECT® would address. He wanted a production solution in place with migrated data and wanted assurance that the level of automation contained in the DocuNECT® Discovery module would reduce the amount of time staff spent indexing and reviewing documents. Bruce Bolton, Portford’s EVP – Technology, was confident that DocuNECT® platform was a great fit. Bolton confirmed, “DocuNECT’s rapidly growing customer base gives us confidence that the solution could address the needs of Excite’s document management…not only now but in the future.”

Results

Excite has been using the system in production for some time and already the feedback from the users is extremely positive. “The system has increased our productivity and data accuracy, and we are always looking for ways to add new business processes to the system.” noted Alsup. The role of IT has changed from manually performing the document imports and capture to monitoring the automation that DocuNECT® provides. That extra time is being used by Excite’s IT to add workflows and lifecycles to increase the functionality of the system.

“DocuNECT was the perfect solution at the right time for Excite Credit Union,” commented Alsup. “Teaming with Portford Solutions resulted in such measurable process improvements and cost savings. It was a win for all.”