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United Trust Bank, Financial Services - company logo
CASE STUDY

United Trust Bank selects Virtual Cabinet Document Management Software

The challenge was to create a document and records management system to cost effectively handle day-to-day workflow and security issues.

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William Dobbie, Head of Treasury - United Trust Bank Avatar
“A future-proofed system.’’
-
William Dobbie
,
Head of Treasury
,
United Trust Bank

United Trust Bank (“UTB”) provides a range of secured funding facilities supporting the growth of the economy with quick
and flexible value added finance solutions. Winner of a number of prestigious awards including the Business Moneyfacts
Award for Best Service from a Bridging Finance Provider and Best Regulated Lender at the Bridging and Commercial Awards,
the bank has built its reputation on outstanding service and it expects nothing less from the suppliers it works with.

The Virtual Cabinet team was carefully appraised
before the contract for an upgraded document management system was awarded to them in 2012. No strangers to the ‘paperless’ office, United
Trust Bank had been using another system since 2005 for document management, electronic filing and workflow. When
a new banking system project was started in 2012, the directors decided the time was right to conduct a thorough review
of the market to find an integrated approach that worked with its core systems.

The challenge for United Trust Bank was to create a document and records management system that could cost effectively
handle the workflow and security issues that arise as part of their day-to-day work. The volume of paper arising from
deposits, bridging finance and property development finance is expensive and time consuming to manage and it was
important to work with a system where everyone can use and review electronic files easily.

A future-proofed system.

- William Dobbie, Head of Treasury, United Trust Bank

The Virtual Cabinet team were no strangers to United Trust Bank as they had initially installed the incumbent system in 2005.
Since then, Virtual Cabinet has developed their own electronic document management system which
combines industry strength document management with innovative thinking and represents a major step forward in
professional markets.

The fact that UTB were familiar with the team and the quality of service offered by Virtual Cabinet, gave United Trust Bank
confidence and following a number of presentations of the Virtual Cabinet document management system, the deal was signed.


The big difference for us lies in the Virtual Cabinet road map. We feel we are future-proofing the product in terms of the enhancements already made, and the demonstrated track record of improving the product.

- William Dobbie, Head of Treasury, United Trust Bank

“The migration from our existing DMS system to Virtual Cabinet was ‘extremely smooth’”, says William “and now
that the general office software has been upgraded to Microsoft Office 2010, the added benefits are impressive.”

Virtual Cabinet has quickly made its’ mark with its 40 users and William says that “it is intuitive to use and it is easier
to review files.” The long-term objective is to reduce storage with all paper files taken to archive as soon as they have
been scanned into the system.

There are plans to introduce the document portal that sets Virtual Cabinet apart from other document management
systems when the new banking system goes live.

Its introduction will provide a secure environment for electronic communication between lawyers, surveyors and valuers
and is set to improve tracking and signature compliance while managing secure digital signatures.

The document portal is an added bonus that will help us to deliver secure communication to a growing number of clients and professionals with whom we work.

- William Dobbie, Head of Treasury, United Trust Bank

“All our staff are happy with Virtual Cabinet. It is a quality product that delivers a level of functionality that
significantly improves our effectiveness.”

Virtual Cabinet now plays an integral role in the control of documents at the Bank and having seen the difference it has
made just in a short few months, it was decided that all staff should have access to the system and an order for additional
licences was placed in January 2013. As a result, United Trust Bank is winning its fight to eliminate paper and, in doing so,
is managing costs.

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