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United Bankshares, Inc. (UBSI) is a US$12.1 billion regional banking company with dual headquarters in Charleston, West Virginia and Washington, DC. The bank's lending portfolio tops US$6 billion.

With 131 full service offices in West Virginia, Virginia, Maryland, Ohio, Pennsylvania and Washington, D.C. originating commercial and consumer loans, UBSI was challenged to find the best way to capture and centrally store loan documentation files.

Since 2012, UBSI had centrally scanned all of its commercial and consumer loan documents using a low-speed desktop scanning solution originally implemented by a bank that UBSI acquired.

UBSI's low-speed scanning solution presented several problems:

• Poor image quality: UBSI had to manually manipulate the settings on its old scanners to ensure optimum image quality for each document type it processed, including insurance certificates, titles, appraisals, and computer-generated forms. Manually manipulating the scanner settings for different types of documents resulted in inconsistent image quality.
• Slow scanner throughput: Stopping the scanning process to manually manipulate scanner settings took a lot of time. Making matters worse, the bank's old scanners were not built to handle a wide range of inter-mixed document types, resulting in frequent jams. The poor performance of the bank's old scanners required UBSI to rescan up to 20 percent of its work.
• Time-consuming document preparation: UBSI's old desktop scanning solution required the bank to physically sort each document type and manually generate a "slip sheet" for each document to facilitate loading into the back-end system. When you consider that a single commercial loan file can encompass 1,000 pages, it's easy to see how much time and money the bank spent sorting documents and generating single-use slip sheets.

Backed by support from senior management, in 2013 UBSI began evaluating alternative image capture solutions. Later that year, UBSI selected a scanning and document capture solution that included ibml's ImageTracDS 1085 high-production desktop scanner and ibml's SoftTrac Capture Suite software, including ibml's new SoftTrac Synergetics intelligent capture solution for classifying documents and automatically extracting metadata.

NOT JUST HARDWARE
ibml stood apart for its ability to deliver a complete solution. Steve Stone, Executive Vice President of Operations for UBSI said, "ibml has a reputation as being experts in image capture and hard copy paper conversion. What we didn't know is that they had invested in software and recognition technology. That was a revelation for us. They are more than a hardware company." ibml's expertise was critical to the success of the project. "We knew what we wanted to do, but we didn't know how to do it," Stone continued. "ibml brought expertise to the table to help us accomplish our objectives."

UBSI began implementing the ibml scanning and document capture platform in January 2014. The regional bank currently uses the ibml platform to process paper documents for 15 loan types, including car loans and commercial loans. The size of the loan package varies from 10 pages to a thousand or more, depending on the loan type. UBSI fully converted to the ibml solution in June 2014.

CASHING IN
ibml's scanning and document capture platform has provided UBSI with a range of benefits: • 15 percent reduction in staff: UBSI achieved its anticipated productivity improvements within six months of implementing the ibml solution. For instance, UBSI's old scanning solution required an FTE to do nothing but scan consumer loan documents for 9 hours each business day. With the ibml solution, it takes the same individual approximately 3 hours to scan all of the bank's consumer, as well as commercial, loan documents.

Additionally, UBSI reduced the staff required to prep documents and generate slip sheets from 1% FTEs to a fraction of an FTE. The ibml scanning and document solution reduced the time required to prep documents and generate slip sheets from an average of 30 minutes to less than a minute.

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