Royal Federation of Belgian Notaries

The Royal Federation of Belgian Notaries manages all its documents using an Amplexor solution

Implementation of a document management solution (EMC Documentum) at the Royal Federation of Belgian Notaries, Credoc Services and the Social Secretariat. Thanks to this application, the 150 end-users working in various departments enjoy rapid and transparent access to all relevant information found in the organisation’s system and they can easily exchange the documents among themselves.

The Royal Federation of Belgian Notaries, the IT department of Credoc Services and the Social Secretariat are all institutions that make great use of documents, whether they be of a legal nature or not, which must be capable of being exchanged between the different departments, disseminated and archived. Last year, a call for bids was launched to several document management solution providers. The choice was quickly made and the winner was Amplexor. After it carried out an in-depth analysis and in close consultation with the client, Amplexor decided to implement the EMC Documentum software. According to Nathalie Carion, Business Analyst at Credoc Services: “Amplexor has a wide range of software solutions, so they were in a position to advise us on the system that would best meet our needs and expectations. There was an excellent collaboration with their consultants.” Also foreseen, and in parallel, was a workflow system that would enable the files and documents to be worked on and forwarded by several people. As a result, the end-users now have an extensive system for archiving and exchanging information. Lastly, a scanning system was integrated into the system. Thanks to this, incoming mail (including general mail, invoices and financial reports) is automatically sent to the right recipient. The consultants from Amplexor started in May 2007 by undertaking a thorough analysis and by cleaning up all the content found in the different departments. For the implementation of the system, they moved from department to department. By working with the different employees, the consultants gained a clear overview of the specific requirements of each department. In December 2007, the installation of the document management system was completed. 

Client

In April 2000, the Royal Federation of Belgian Notaries changed its statutes and its name in French and Dutch. The new term, ‘Fédération Royale du Notariat belge’ or ‘Koninklijke Federatie van het Belgisch Notariaat’ (or unofficially in English, the Royal federation of the Belgian profession of notaries), is more in keeping with the organisation’s current tasks, which are of course no longer limited to the notaries. Today, these tasks also concern the notaries’ collaborators, graduates of the notary profession, candidate notaries and honorary notaries. The current Federation therefore underlines its role as a body dedicated to the profession of notaries. The Federation acts as a consultancy office in the following areas: the study of law, the development of the profession, the quality control of studies, the socio-economic needs of the notary profession and training. It strives to be the key partner of the notary profession. That is why the information from the different bodies in the Federation is made available to the notaries, as well as to their clients, politicians, the media, professions that maintain contacts with the notaries and public institutions. The Federation is at the service of the notary profession and provides, for example, advice on the studies that notaries must undertake to solve complex legal problems. It also keeps all kinds of databases (e.g. on individuals and law applying to individuals) that are made available to notaries and their collaborators: they can consult them for the preparation and drafting of the legal documents.

Problem encountered

A large volume of documents from different sources and of various kinds, resulting in long and laborious manual searches. The numerous successive versions of a document The need for greater security and compliance

Solution

A document management solution that comes with a fast and efficient search engine that calls on a constant structure for the various documents. Automatic classification based on metadata. A user-friendly interface that also allows users who are not computer experts to find the information they want very quickly.

Benefits

• Ease of use
• Time savings
• Overall view
• Secure and in compliance with regulations
• Accessibility of the information already there

Products used

• Document management: EMC Documentum: Enterprise Server, Webtop, Information Rights Management, Web Publisher, Digital Asset Manager, Business Process Manager
• Scanning: Kofax Ascent Capture